Institutional Services/Office of Purchasing and Contracts
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Financial Billing and Reporting
Management Services Center , Room 203
Hours: M-F 8:00 a.m.-5:00 p.m.
Phone: 442-3196 - Fax: 442-5208
Labor Distribution and Effort Reporting Management
Services Center , Room 309
Hours: M-F 8:30 a.m. – 4:30 p.m.
Phone: 437-3890 – Fax: 437-3894
Sponsored Funds Financial Management provides post-award administration for grants and contracts received by the Research Foundation at the University at Albany campus. We strive to provide quality service to our Project Directors and Project Staff while ensuring compliance with all applicable federal, state, local, and Research Foundation policies. A summary of the main duties provided by the Sponsored Funds Financial Management follows:
Review of grant expenditures for non-procurable goods and services to ensure
compliance with Research Foundation and sponsor requirements as well as applicable federal regulations such as OMB Circulars A-21 and A-110.
Encumbrance of and payment for non-procurable goods and services, such as:
Independent Contractor Services
Financial reporting and billing to sponsors in accordance with sponsor requirements, and collection of those receivables.
Deposit of funds to Research Foundation multiple sponsor accounts.
Distribution of labor charges for all sponsored funds employees, release time appointments and labor cost sharing.
Production and certification of effort reports.
Security assistance with accessing the Research Foundation Business Systems.
Additionally, the Sponsored Funds Financial Management staff are available to assist you in determining both the level and appropriateness of expenditures posted to your grant. Please contact us with any questions regarding grant expenditures or financial reporting to grant sponsors.
Sponsored Funds Personnel
Tracey Williams, Director
Management Services Center , Room 326
Hours: M-F 8:00 a.m.-5:00 p.m.
Phone: 437-4500 - Fax: 437-4504
The role of the Office of Sponsored Funds Personnel is to support research missions of the University by providing quality customer services and support. Working closely with project directors and research administrators, the staff is committed to delivering programs and services to support prospective, current, and retired employees. The office is divided into the following sections: recruitment and selection; classification and compensation; payroll; new employee orientation and benefits; time, attendance and leave accruals; employee relations, training, and workplace complaints; and, immigration and visa services.
The Research Foundation is an employer separate and distinct from SUNY and the State of New York , thereby offering separate and distinct compensation and benefits. Please contact the office with any questions pertaining to Research Foundation policies and procedures.
DawnMarie Helin, Ken Jones and Joe Schell
Office of Purchasing and Contracts
Management Services Center , Room 302
Hours: M-F 8:30 a.m.-5:00 p.m.
Phone: 437-4579– Fax: 437-4571
Institutional Services provides a variety of individualized attention to departmental end-users needs. Under the general direction of the Director, Edward Kane, Institutional Services is comprised of six operational units with a team of 45 knowledgeable members. The staff works closely with departmental managers and administrative staff to provide efficient, professional support and advice to the students, faculty and staff of the University community. The heart of Institutional Services is made up of the following six units:
Purchasing and Contracts:
The Purchasing Office provides efficient, professional, non-intrusive support to the University community in meeting their procurement and contractual needs while serving as a diligent custodian of state and sponsored funds by ensuring that all appropriate regulatory and oversight conditions are met in the utilization of these funds.
This office procures all commodities, technical and support services for both the state-funded and Research Foundation-funded activities on campus. The office is located in the Management Services Center , Room 302. Office hours are 8:30AM to 5:00PM daily during the academic year and 8:00AM to 4:00PM during the summer.
The Office of Equipment Management maintains accountability for all equipment purchased from Research Foundation, State, Albany Foundation and Auxiliary Service funds. The staff are responsible for an annual physical inventory of all accountable assets, recording physical information into the Property Control database, authorizing final disposition of assets and tagging newly acquired property. The office utilizes bar-coded labels and laser reader technology to record and track equipment.
The Mail Services Department is located in the basement of the Business Administration Building, room B4. Service hours are 8:30 AM - 5:00 PM during the academic year and 8:00 AM - 4:00 PM during the summer.
Mail Services receives mail each weekday morning from the U.S. Postal Service and delivers it to students, faculty and staff on the uptown, downtown and East Campuses, as well as to residential quads. Mail Services provides express and ground shipment package handling and distribution to students through the package center in the mail facility.
Rapid Copy Center:
The Rapid Copy Center supports the educational, research and community services mission of the University by providing competitively priced, high quality copying and ancillary services to academic departments, administrative offices and students. The center utilizes state of the art equipment to accommodate the full-scale copying needs of the University.
In addition, the Rapid Copy Center maintains an Office Stores operation that can supply pre-printed envelopes and standard forms, exam booklets, name badges, etc. These items are purchased in bulk and stored for the purpose of providing the product immediately, at substantially reduced prices.
Additional information can be obtained from the Institutional Services website, www.albany.edu/institutionalservices