Purchasing Services

Dickinson is dedicated to improving sustainability practices through responsible and efficient purchasing, including the reuse and disposal of college assets.  More information on sustainability as a strategic initiative at Dickinson can be found at https://www.dickinson.edu/sustainability. 

Sustainability Communications from Preferred Vendors

• Amazon – Details on Amazon’s climate commitment can be found at https://www.aboutamazon.com/planet.  Amazon has also implemented a process to identify Climate Pledge Friendly vendors when searching for products through their website.  
• Guernsey
• Staples
• E&I Cooperative Services

Federal Surplus Property Program

This program provides federal surplus property such as medical equipment, office supplies, furniture, kitchen equipment and much more to eligible educational institutions such as Dickinson.  Property no longer wanted or needed by federal agencies becomes surplus and available for purchase at a nominal service charge to cover the costs of administering the program.  Through this program, the Commonwealth of Pennsylvania places millions of dollars in property back into public use. 

To gain access to this purchasing method please contact Kristen Chirillo. 

• Program Eligibility Letter
• Preview of surplus property available at the Harrisburg facility

Disposition of Goods (Surplus Property Policy)

The college’s Surplus Property Policy was created to assist departments with the proper disposition of college goods.  Priority is given to college departments to repurpose surplus items in accordance with college standards.  In support of the college’s sustainability goals, local venues such as Craigslist and local consignment shops are considered among the opportunities for sales to third parties. 

• Dickinson College Declaration of Surplus Property
• See current Dickinson assets for sale on Craigslist

As noted in the Procurement Policy Manual, the procurement of services requires an evaluation of whether a service provider should be classified as an employee or as an independent contractor of the college.  The following forms are available to assist in this determination and enter into an agreement with an independent contractor, if applicable:

• Employee vs. Independent Contractor Status Determination Form
• Employee vs. Independent Contractor Classification Criteria
• Independent Contractor Agreement
• Form W-9 Request for Taxpayer Identification Number and Certification

The college is subject to additional withholding and reporting requirements for payments to non-resident aliens.  Please contact Kevin Shannon before entering into an agreement with a non-resident alien.  The following resources are available to assist you:

• International Students
• Visiting International Scholars

Dickinson College has established a Visa Purchasing Card Program with Wells Fargo to provide expanded convenience and controls for low dollar purchases, and to establish a payment methodology that will support the purchasing direction of internal and external transactions. The Purchasing Card, an institutional credit card, is designed to give controlled buying power directly to departments and to eliminate many small-dollar purchase orders and checks. Purchasing cards differ from typical credit cards in that they allow for Cardholder review, coding of transactions, and reporting online in Wells Fargo's Commercial Electronic Office (CEO). 

The following forms are available to request a new purchasing card and assist you in using your new card.  The completed and approved forms should be emailed to pcard@dickinson.edu.  Also refer to the Procurement Policy Manual for requirements and restrictions associated with the Purchasing Card Program. 

• Cardholder User Agreement
• Purchasing Card Account Form
• Purchasing Card Instructions
• Departmental Purchasing Card Log

Purchasing Card Administrators

• Alicia Ratz, Accounting Associate (pcard@dickinson.edu)
  • Cardholder user setup and maintenance
  • Reconciliations
• Miriam McMechen, Assistant Controller (pcard@dickinson.edu)
  • Recordkeeping
  • General Ledger Posting

Wells Fargo Contacts

• Customer Service (24 hours/day, 7 days/week) – you must have your Access Code which is the last 4 digits of your employee ID number

Phone 1-800-932-0036

Dickinson College’s status as a nonprofit educational institution allows for an exemption from sales and use tax in Pennsylvania and many other states. Sales and use taxes are typically imposed on retail purchases, and on the consumption, rental or use of tangible personal property.

Sales and use taxes are governed at the state (and local) level and exemption rules vary from state to state. The College has filed for exemption certificates in the following states based on the frequency of employee travel and purchases made in those states. 

When traveling or making a purchase from suppliers based in any of these states, please provide the appropriate exemption certificate to avoid paying sales tax. The exemption certificate can be found on the attached forms by clicking on the name of each state. If traveling, print and carry the appropriate form with you. You will likely be asked by a supplier for a copy of the form. Use of the form is subject to the instructions on each form. 

• Colorado – Colorado accepts out of state exemption certificates to prove exemption for purchases made in Colorado.  Provide a completed Pennsylvania Exemption Certificate (Rev-1220) and Sales and Use Tax Certificate of Exemption (included on page 2) to the vendor prior to purchase.   Purchases must be made with College (not personal) funds. 
• Connecticut - Provide a copy of the College's federal exemption letter from the Internal Revenue Service along with a completed CERT-119 to the vendor prior to making purchases of tangible personal property and services.  Purchases must be made with College (not personal) funds.  Please note, purchases of meals and lodging must be pre-approved by the Department of Revenue Services (via CERT-112) for the exemption to apply.  
• Florida - Provide a copy of the Consumer's Certificate of Exemption (DR-14) to the vendor prior to purchase.  Purchases must be made with College (not personal) funds. 
• Illinois - Provide a copy of the Illinois Sales Tax Exemption Certificate to the vendor prior to purchase. The exemption applies to tangible personal property for use or consumption.
• Indiana - Provide a completed General Sales Tax Exemption Certificate (ST-105) to the vendor prior to purchase.  Purchases for the private benefit of individuals, such as meals and lodging, are not eligible for exemption.  In addition, the College's exemption in Indiana does not apply to purchases of utilities, vehicles, watercraft, or aircraft.  
• Kansas - Provide a copy of the Designated or Generic Exemption Certificate (ST-28) to the vendor prior to purchase.  Purchases must be made with College (not personal) funds.
• Kentucky - Kentucky allows out-of-state exempt organizations to make sales tax-exempt purchases upon providing the vendor with a tax exemption number.  Provide a completed Out-of-State Purchase Exemption Certificate (51A127), prior to purchase.
• Maryland - Provide a copy of the Sales and Use Tax Exemption Certificate to the vendor prior to purchase. 
• Massachusetts - Provide the Certificate of Exemption (ST-2) and a completed Sales Tax-Exempt Purchaser Certificate (ST-5) to the vendor prior to purchase. Massachusetts' sales tax exemption does not include hotel occupancy tax, which must be paid on room rentals for College employees. 
• Michigan - Provide a copy of the College's federal exemption letter from the Internal Revenue Service along with a completed Michigan Sales and Use Tax Certificate of Exemption (Form 3372) to the vendor prior to purchase.  Purchases must be made with College (not personal) funds.
• Minnesota - Provide a copy of the Certificate of Exemption (ST3) to the vendor prior to purchase.  Minnesota's sales and use tax exemption does not apply to purchases of taxable services, such as meals and lodging.
• Mississippi - Provide a copy of the Mississippi State Tax Commission letter ruling to the vendor prior to purchase. Purchases must be made with College (not personal) funds. 
• New Jersey - Provide a completed Exempt Organization Certificate (ST-5) to the vendor prior to purchase. Purchases must be made with College (not personal) funds. The College's exemption in New Jersey does not apply to energy and utility services.
• New York - Provide a completed Exempt Organization Certificate (ST-119.1) to the vendor prior to purchase.  Purchases must be made with College (not personal) funds. The College's exemption in New York does not apply to purchases of motor fuel or diesel motor fuel.
• Ohio - Provide the Sales and Use Tax Blanket Exemption Certificate to the vendor prior to purchase.  Some vendors may also require evidence of the College's Federal exempt status, which is included on pages 2-4.  Purchases must be made with College (not personal) funds.
• Pennsylvania - Provide a completed Pennsylvania Exemption Certificate (Rev-1220) to the vendor prior to purchase. Pennsylvania's sales and use tax exemption does not include hotel occupancy tax, which must be paid on room rentals for college employees. 
• Tennessee - Provide a copy of the College's federal exemption letter from the Internal Revenue Service to the vendor prior to purchase. Purchases must be made with College (not personal) funds. 
• Texas - Provide a copy of the Texas Sales and Use Tax Exemption Certification to the vendor prior to purchase. The exemption applies to Texas franchise tax and sales tax.
• Virginia - Provide a copy of the Retail Sales and Use Tax Certificate of Exemption and the Notice to Nonprofit Organizations to the vendor prior to purchase.  Purchases must be made with College (not personal) funds. Virginia's sales and use tax exemption does not apply to purchases of taxable services, such as lodging. The exemption does apply to the purchases of prepared meals and catering.
• Wisconsin - Provide a completed Sales and Use Tax Exemption Certificate (S-211) to the vendor prior to purchase.  Purchases must be made with College (not personal) funds

• Banner Expense Account List – Includes a list of commonly-used expense accounts relating to purchasing.  Employees are encouraged to use the most descriptive account available (i.e. ‘Professional Fees – Legal’ as opposed to ‘Professional Fees – Other’ or ‘Advertising’ as opposed to ‘Misc Expenses – Other’. 
• Direct Deposit Information
• Payment Voucher