General Purchasing Guidelines

2012-13 Accounts Payable Calendar

Form W-9 and Cover Letter. These pages should be faxed to any vendors who are not currently in Finance Manager. (Revised 8/8/12)

Conference Registration, Payment & Reimbursement Procedures (Revised 1/28/10)

Conference Expense Reimbursement Form (For travel between 7/1/12 and 12/31/12 ONLY)

Conference Expense Reimbursement Form (For travel between 1/1/13 to 12/31/13)

Purchasing Process: Requisition to Purchase Order (Flowchart)

Below are links to some of the more common New York State contracts. The applicable pages have been scanned and are provided for reference.

Where available, appropriate pricing guides are also included. These should be used when purchasing as they contain the most current prices.

If you purchase items from a NYS contract you do not need any other prices and/or quotes.

Guidelines for Using New York State Contracts

Select NYS Contracts

AV Equipment and Accessories (Updated 2/16/11)

Books and Non-Print Library Materials

Laboratory and Science Teaching Supplies (Updated 3/6/13)

Library Supplies (Updated 3/7/12)

Miscellaneous Office Supplies (Updated 1/13/12)

* Staples Pricing Guide (Quarterly Pricing Updated 2/21/13)

School and Art Supplies (Updated 1/31/13)

Carle Place has access to all 60+ Nassau BOCES bids. Due to the cost prohibitive nature of sending hardcopies to all participating Districts, BOCES has placed all of their bids online. A link to the BOCES website, and a link with instructions on how to access their bids are included below.

  Instructions for Accessing and Using BOCES Bid Website

Nassau BOCES Bid Website