Implements guidelines and ordering procedures in accordance with the NYS Education Laws. Provides customer service support for Non Public School purchasing issues. Conducts instructional workshops and provides training and guidance for use of the FAMIS Portal (DOE web-based Purchasing application).All schools wishing to participate in our New York State loan programs will be responsible for checking this site for updates and pertinent information. Please bookmark this website URL address. There will be no paper mailings.
What’s New - February 10, 2012
Legislative Action Concerning Flexibility with Instructional Materials AidIn response to new State Legislative action that has been adopted this year to allow for flexibility with State funding for instructional materials for textbooks, software and hardware we have developed a procedure that would allow schools the ability to go directly into the FAMIS Portal and have this flexibility.
In addition to the changes in the State Education Law that allow NYSTL, NYSSL and NYS CH funds to be used interchangeably, textbook, software and hardware funds can also be used to purchase library books and reference materials. However, NYSLIB funds will continue to be utilized only for the purchase of eligible library books/materials and audio visual software.
We anticipate that the new procedure will be available on or about Friday, February 10, 2012. Schools wishing to participate may do so once available by signing into the FAMIS Portal and following the guidelines provided in Spending Plan: Fund Transfer. We think you will find this new procedure easy to navigate. It is important to note that any transaction saved prior to 3:00 PM will become available for processing a purchase order (WR) on the next business day. Therefore, please be sure that no other purchase orders are processed against those “saved” funds in the interim.
As a reminder all schools are now required to enter an applicable “Activity Code” (four character alpha/numeric) when submitting orders. (Previously the “Activity Code” was “0000”.) This year a unique “Activity Code” will be created in the system for each school for NYSTL, NYSSL, NYSLIB and NYS CH. The activity code is specific to the commodity group/loan program to be used for your FY’12 orders placed under each Object Code: 337, 199, 338 and 300/332. Therefore, most schools will have a minimum of four distinct activity codes (one for each loan program).
When transferring funds into another code, another new activity code will be created in the system, which is to be used as part of your 2-line account code information when creating a purchase order. Once you transfer funds the system will create additional activity codes and you can have multiple activity codes per object code.
NYS Instructional Computer Hardware Loan Program The NYS CH allocation level this year will be $11.86 per eligible student for instructional computer hardware and equipment under Quick Code: 012129 (the same quick code as NYSTL, NYSSL and NYSLIB). We anticipate the opening of the hardware program will be on or about Friday, February 10, 2012. Once the dedicated NPS Hardware E-Catalog is available in FAMIS for ordering you will be able to start placing your hardware orders. Please refer to the detailed ordering information indicated in the NYS Computer Hardware and Equipment Guidelines.
New computer hardware contracts were established this school year and therefore some information has changed. Apple and Lenovo are the only DOE vendors contracted to provide computers. It is important to note that all computers will only be delivered to a single designated location within the school site. The computers will not be removed from their boxes and will arrive without set-up. State Aid for Hardware does not cover installation costs. However, if your school requires assistance with installation, you may wish to contact one of the two vendors referenced in the guidelines directly to inquire further and make arrangements for a nominal fee utilizing your school funds.
NYSTL, NYSSL and NYSLIBFY’12 ordering for textbooks, software and library remain open. The allocation level for each program for this school year is $58.25, $14.98 and $6.25 respectively per eligible student. Detailed guidelines and ordering instructions for each program may be accessed under NPS Memoranda. Please check your school’s spending plan in FAMIS to determine your available balance provided that you have submitted the required NYS Loan Request and Enrollment Certificates and Principal’s Statement of Assurances for SY 2011-2012. If not, please complete and submit these forms, which are still available for download under NPS Memoranda immediately to avoid any further delays in processing your orders.