The Purchasing Office is responsible for the College Corporate Card program, negotiating and managing college-wide contracts and procuring products and services for Smith College.
The Controller’s and Purchasing Offices have provided key dates and information to ensure a smooth end to the college’s financial fiscal year as well as the start of the new fiscal year which begins on July 1. Please read the Fiscal Year End Memo carefully as deadlines have changed significantly from prior years as well as our memo format.
Smith College Amazon Account Tax Exempt Information
Amazon now charges sales tax in Massachusetts. College cardholders who order from Amazon on behalf of Smith College, must set up their Smith College Amazon account with tax exempt status. Please click on this link for instructions.
College Corporate Card Change
Smith College moved its Corporate Card to JP Morgan Chase since the Bank of New York Mellon stopped offering card services effective September 30, 2013. Pick-up was September 23rd, 24th and 25th, 2013. If you did not pick up your card, please contact the Purchasing Office.
Print Management Assessment
Smith College has contracted with CBS Xerox (CBS) to manage print production. Print production includes printing and copying on campus at Copy & Print Services and printing material being created at off-campus printers. CBS is going to help Smith College by conducting an assessment and forming a print library of previously produced documents. As part of this new print plan, CBS will conduct what they call a “360 assessment”.
A CBS consultant will start reaching out to departments in the next few weeks to schedule a time/date to meet and provide a survey that will include questions pertaining to what is being printed, the quantities being printed, how often it is being printed, where it is being printed, what time of year it is being printed, and lastly the price paid for the printed documents. CBS will use the information gathered to help the college plan, organize, and improve its overall printing process. Please help them by providing the Iinformation requested. If you have questions about the process, please contact Linda Hiesiger, Procurement/Auxiliary Services Director, at ext. 2231.
The above link to the official Ricoh notification letter alerts Smith College that Ricoh will no longer be servicing Canon copiers.
You may contact the Canon representative to see if you can obtain a reasonable service contract directly from Canon. The Canon representative is Art Belanger. You can email Art directly at firstname.lastname@example.org
Most Smith College copiers are part of the campus fleet of multi-function devices. Please take this opportunity to evaluate whether it is time for your department to give up your existing owned Canon copier and move to the up-to-date campus fleet lease contract.
If you have any questions or need assistance with this issue, please feel free to contact Linda Hiesiger at ext. 2231. Thank you.
Toner Phoner Scam
This notice is to alert all staff regarding what is known as the "phoner toner" scam. The "phoner toner" scam, preys on employees with promises of low prices. Posing as a vendor, the scammer contacts an employee of the College. The employee hears about an offer on toner that just happens to fit their printer or copier. Naturally, there is a limited supply or a limited time and the caller makes it seem that they are an approved vendor and just needs a verbal agreement to authorize the sale. The resulting delivery contains the surprise. The College is charged an exorbitant price for the product.Please remember to never disclose information about your printer, copier or other equipment to a vendor calling on the telephone. Also, do not agree to purchase any product from the vendor calling you.You can find more information about toner scams on the FTC website, http://www.ftc.gov/
Furniture items are no longer being stored at Fort Hill. Other spaces are being considered and the campus will be notified when an alternate storage space is determined.
For furniture that is in disrepair or bad shape, please submit a work order to Facilities Management for the removal and disposal of the furniture.
For Furniture that is in excellent condition and can be reused, please contact Lynn Pelland in Purchasing, LPelland@smith.edu, and Lynn will try to match up the furniture with a needy department.
Important message regarding copiers
For departments with a color copier/MFD, please make sure your print default is set to black and white. If your print default is set to color, your department will get charged for color even when printing black and white documents. When you change your print default to black and white, you can manually choose the color print setting when needed.
Recycling toner for your copier/MFD has been made easier, please click on this link to the toner recycling page