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Purchasing Department: Common Purchases

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Notices

Fiscal Year 2008 Close Notices:
   • Year End Close Notice (PDF)
   • Year End Close Memo (PDF)
Office Depot Website Navigation Instructions
Computers and Printers

For all Computer and Printer purchase requests, prior to entering a requisition, please contact Lisa Eisenhauer in ITS at ext. 6813.

Copy Paper

Order standard 8 1/2x11 copy paper by contacting Central Receiving at ext 7670. Order all other sizes and colors from Office Depot.

Custom/Signature Stamps

Custom stamps can be purchased from Office Depot, but not via their website. If you have to order one, please enter a requisition in Banner indicating the stamp style, catalog number, and exact wording of the stamp in the body of the requisition.  If you are ordering a signature stamp, please forward a separate piece of paper with the person’s signature written 3 times to the Purchasing Department to be mailed with the purchase order.

Employee Reimbursements

All reimbursements to employees for travel expenses should be processed using the travel forms posted on the Office of Budget website.  Reimbursements to employees for non-travel expenses should be processed using the employee non-travel reimbursement form, which is also posted on the budget website.

Do not enter a banner requisition to reimburse an employee.

Food Service

Allowable "Official Reception" Expenditures are as follows:

  • Entertainment of Students
  • Entertainment of dignitaries and other "non-State" employees
  • All reasonable costs of commencement and convocation activities

Should your requirement fall under one of the above "allowable expenditures", you can contact Sodexho Dining directly in their office in the Atrium located in the Scott Student Center on the first floor.  When your event is finished, Business Services will automatically charge your budget for their services.  You are also allowed to purchase food from an off-campus vendor. 

If you are using an off-campus vendor, please enter a requisition.  Included in the body of the requisition should be a description of the function, date, and time.

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Furniture

For all furniture items i.e. file cabinet, chairs, desks, conference tables, etc. please make your 1st point of contact Steve Sondey, Purchasing Director at ext. 7497. 

Once a final decision and arrangements for delivery have been made, you will have to enter a Banner requisition.  The Purchasing Department will convert your requisition and process your purchase order accordingly.

Please Note:  Furniture items can not be purchased on your office supplies blanket order.

Office Supplies

Ramapo College is currently under contract with Office Depot for 100% supply of office products.  Orders are placed electronically using the Office Depot website.

The first step in ordering office supplies is to enter a requisition for a standing order to Office Depot using Banner.  Once your requisition has been entered and completed, it will be converted to a Purchase Order by the Purchasing Department and uploaded onto the Office Depot website.  Please allow 2 days following the entering of your requisition before your can go online to place an order.

Delivery: 
Office Depot delivers next day with desktop delivery.  Should you experience delivery issues, please contact Paula Kitchings in the Purchasing Department at extension 7328. 

Billing: 
You will be billed monthly for your charges.  Invoices are mailed directly to the Accounts Payable department from Office Depot.  Accounts Payable will then forward your individual invoice to you for approval.  Any discrepancies or problems with billing, please contact Kimberly Hawkins in A/P at extension 7488.

Your Office Supplies blanket is for the purpose of ordering Office Supplies Only.  You cannot order any kind of furniture on this purchase order.

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Printing (Including Letterhead and Business Cards)

Many printing requirements can be handled by the college’s print shop (ext. 7477).  All other design and print requirements must be reviewed with Mary Cicitta, Acting Director of Publications at ext. 7887.  Also, please contact Janet Stern in Marketing at ext 7609 to order:

  • Buisness Cards
  • Letterhead
  • Envelopes
Telephone

Please contact Telecommunications via internet at http://ccis.ramapo.edu/telecomm.html.

Contacts:
Seamus Doran, Ext. 7013
Terry Biagi, Ext. 6832

Travel

Please see the Office of Budget website at: http://ww2.ramapo.edu/administration/budget/index.aspx
Go to Forms / Files down in the middle of the page under "Travel", you will find the forms and policy for Travel.

AMEX Business Travel Services (800-448-9220) may be used to make reservations for travel arrangements.  This includes air, bus, rail, hotel, or rental car.  There is a $30 service fee.  AMEX will invoice the airfare, bus, or rail directly to the College.  This is the only direct College billing that is authorized.  All other travel expenses (such as hotel, rental car, etc.) must be paid by the traveler.

Water

For water cooler and / or water, please contact James Hull at Nestle for account pricing and information at 201-531-2060 or James.Hull@waters.nestle.com or feel free to contact Paula Kitchings in the Purchasing Department at ext. 7328.

Please enter a blanket order requisition for cooler rental and water in Banner.  The Purchasing Department will convert your requisition and process your purchase order accordingly.

Office Depot Website

Logging In: bsd.officedepot.com
Login Name: 139100-First Initial Last Name ex. "139100-PKITCHINGS"
Password: For first time users, password will default to "WELCOME".  You will be prompted to change your password.

If you are a returning user, your password should be a password of your choosing.  Neither the Purchasing Department nor Office Depot has access to current passwords.  However, should you forget you password, please contact the Purchasing Department (1st point of contact Paula Kitchings x7328) and we can re-set it for you to the default password of "WELCOME" afterwards you will be able to change it.

If you would like to change your password:

  1. Click on "My Profile" on the left navigation bar
  2. Click on "Your Login ID & Password"
  3. Click in "Password Box" – type in a new password
  4. Click in "Password Confirm Box" – retype your password
  5. Complete Lost Password Information – choose a security question and answer.  This is used for security purposes when contacting ECSUPPORT
  6. Click Update

NOTE:  There are several items on the "Restricted List".  These items are categorized by commodity by Office Depot.  However, depending on the item, the Purchasing Department will allow it to be purchased via the web using your blanket order.  If you would like to order a restricted item, please contact Paula Kitchings in the Purchasing Department, x7328 for approval.

The five ways to place an item in your shopping cart are:

  1. Order by Item # - Use this quick feature when you know your item numbers. To display the "Order by Item #" screen, click "Order by Item #" under Shopping Tools
    1. Place your cursor in the "Item #" field and type the item number
    2. Press the Tab key once and enter the quantity in the "Quantity" field
    3. Press the Tab key once and enter any comments in the "Comments" field. These comments will print on the packing slip
    4. Press tab again to continue entering items and quantities.  You may add up to 20 items per page
    5. When finished, click on "Add to Cart" or click on "Add to List" when adding to a Custom Shopping List.

  2. Home and Browse – enables you to browse by specific categories
    1. Click on "Home" button on the top navigation bar.  A screen displays a list of categories
    2. Click on a subcategory and continue clicking through the subcategories until you find the product
    3. To view information about an item on this screen, double click on the product you want to view and the description appears
    4. From this screen, you can add the item to your cart or custom shopping list

  3. Search For – searches the online catalog by keywords (i.e., green pens), product numbers ( i.e., 710-731) or manufacturer’s numbers (i.e., 51641A)
    1. Enter a keyword or product number.  Click Search
    2. All products within the search criteria will appear.  Your best value products will appear first
    3. From this screen, you can add the item to your cart or custom shopping list.

  4. Find Printer Supplies – enables you to find supplies for all your business machines.
    1. Click on the drop down arrow and choose a manufacturer and click the red arrow
    2. Select the Model Name/Number of your printer, copier or fax machine
    3. Click on the drop down menu and choose a model and click "Click to Search".
    4. Choose an item and add the item to your cart or custom shopping list

  5. My Shopping Lists – enables you to utilize a frequently ordered custom shopping list for easy ordering

    1. Creating a new personal list click on Create New List button
      1. In the "List Name" field, type the name you want to give the custom list
      2. In the "Comments" field, any pertinent information
      3. Click the "Create New List" button
      4. You can add to a custom shopping list by selecting "Add to Cart" in any of the four methods of ordering described above.

    2. Modifying or Ordering from a list:
      1. To modify a Custom Shopping List, from the "My Shopping List", select the list you want to modify.  You may only modify Personal List
      2. You can change the list name or description, add items to your shopping cart, remove items from the list, change quantities, or delete the list.  You must click the Save Changes button to apply the changes.

  6. Confirming & Completing the Order – When ready to finalize your purchase, click on "Checkout".  Use this screen to review shopping cart, shipping information, payment information and make any necessary modifications.  When complete, click on "Place Order" to submit your order.

  7. Order Tracking – You may check the status and history of submitted orders for up to 12 months.  You may view all orders in chronological order or you may view certain orders by filtering specific search criteria.
    1. To access, click "Order Tracking" button on the left navigation bar.
    2. Click on the blue underlined order number to retrieve detail information on the order.

  8. Returns On-Line – For orders less than 30 days old (general supplies) and less than 14 days old (business machines), use this simple and quick way to process a return.  Note: even exchanges, short shipments, and over shipments must be called into customer service

    1. To access, click "Order Tracking" button
    2. Locate the desired order number that contains that item(s) that you wish to return.  Click on the blue underlined item number
    3. Click the "Submit Return" button.  (If there is not a "Submit Return" button, please call customer service for more help)
    4. Place the cursor in the Quantity field next to the item number that you wish to return and then enter the quantity
    5. Next, use the gray drop down arrow to select a reason code for that item
    6. Repeat steps 4 and 5 if necessary. (Note: you may select a different reason for each item if necessary)
    7. Enter comments for your driver. (i.e. location of returned items, floor, etc)
    8. Click the "Continue" button
    9. Click the "Submit Return" button

  9. On-Line Training – Excellent on-line tutorial with more advanced information on all topics for Office Depot’s on-line ordering system.
    1. To access, click on the Customer Services tab
    2. Scroll to the bottom to see "Online Training"
    3. Select a topic, user guide, or go through our Interactive Training and Tools guide

  10. Help – The Electronic Commerce Support Desk may be reached Monday through Friday 7 am – 8:30 pm EST at 1-800-269-6888 or you may email them by clicking on the "EC Support" button

  11. Log Out – Click on the "Log Out" button to exit the website

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Ramapo College of New Jersey • 505 Ramapo Valley Road • Mahwah, NJ 07430 • 201-684-7500
http://www.ramapo.edu/