FY 2008 Year End Cut Off Dates

Technology Purchases

Technology Purchases may require additional approvals and review before a requisition is entered into Spectrum. Technology includes, but is not limited to computer software and hardware, audio/visual equipment and systems, research equipment and radio communication equipment and systems.

Please consult the IS&T web site at http://www.gsu.edu/%7Ewwwist/doc/itprocure.pdf for details on IT procurement procedure. And click here to download the IT Procurement Review Form.

ALERT: Toner Cartridge Scam, read...

NEW PROCEDURE: Effective May 15, 2002

Copy Paper - Orders are to be placed through Office Depot.
Recycled Content regulations apply - Details Here
These items are no longer supplied through Business Services

Attention: You should be aware of a possible scam involving toner cartridges.

State Purchasing has indicated that they have been notified by a State Agency which has been contacted by a vendor attempting to scam the agency into purchasing "long life" toner cartridges.

The company is identifying themselves as EDS Systems. EDS (Electronic Data Systems) is a legitimate company. The agency questioned the company further and they admitted they were Elmo Data Supply. This is being attempted as "back door selling". They are bypassing procurement personnel and calling to verify delivery address to send a toner cartridge to "try out" and to be billed if they like it. This is a scam tactic.

Don't fall victim to companies claiming to offer 'deals' on Hewlett Packard, Konica, Ricoh, or other manufacturer's copier, laser printer, and FAX toner cartridges that ship from their 'distribution centers'. Experience at other educational institutions has been that typically, the 'scam' companies are located out-of-state, will identify themselves with names that sounds like local companies, and sell products at 4-500% greater than our contract pricing. Products are typically not made by the genuine manufacturer, and do not include shipping costs (often, several hundred dollars) in addition to the cost of the item(s).

If you receive a phone call from any company or individual offering you a 'deal' on toner cartridges, please express your disinterest, or inform them that you will transfer them to the Purchasing Department. In the majority of cases, the individual will hang-up!

CAUTION: DO NOT SIGN AND RETURN ANY ORDER FORMS FAXED TO YOUR DEPARTMENT BY A COMPANY YOU'RE UNFAMILIAR WITH.

However, if you happen to inadvertently order toner, or are shipped product even after expressing disinterest, either:

1. Refuse the shipment, or
2. If signed for, DO NOT OPEN the package. Contact UPS or the delivery company to issue a 'pick-up' for return of the package to the company.

In either case, contact Purchasing to communicate your situation, and we'll direct you accordingly.

Why does this happen?

• Confusion over 'scammers' with real companies.
• Public (open) nature of Universities lends itself to 'cold call' solicitations.
• "Empowerment" of departments to make their own buying decisions.
• Gifts can be "motivators".
• They don't usually call the Purchasing Department.
• Departments desire to "save money".
• Reluctance to believe/admit being a victim.
• Confusion between "offer" and "invoice".
• Legitimate middlemen confuse the issue.
• "Temporary" help can be conned.
• Cleaver phraseology by scammers.
• Publicly available information.
  

Favorite quotations from scammers:

• "We understand that you have "x" brand copier (or printer, FAX)."
• "If you order now, you can avoid a price increase."
• "We had a fire at the family office supply business. We need to raise money fast, and I'm just helping out."
• "Dad died, and we're closing the company. I'm just helping my Mom out."
• "My brother-in-law went to the military. I'm just helping my sister out."
• "The University President referred me to you."
• "The price increase has just been announced but if you order now, you can avoid it."
• "Our 25th Anniversary gift to our customers is ready to ship to you. What color do you want?"
• "What is your home address?"
  

If you receive a call, fax or e-mail from a company that you are unfamiliar with, or from an unfamiliar person or location of a company whose name you recognize, do not make any commitments. Note the name of the individual and the company they represent along with their phone number. Contact Purchasing at 1-2330 for further assistance.

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Copy Paper

NEW PROCEDURE: Effective May 15, 2002

All copy paper orders are to be made through your Office Depot Account* using your PCard.**

State of Georgia Laws regarding Recycled Content apply to copy paper purchases. 95% of the funds spent on paper must be purchases that contain recycled content.

Office Depot Recycled Copy Paper (Item #940-650) is comparable to paper that was previously distributed through Business Services. It is available at a discounted price of $25.49 per case of 10 reams through the Statewide Contract and meets the recycled content requirement.

*Contact Al Ford, 770-806-4060 x 4052, at Office Depot if you need to establish an account.

**Contact Debbie Housworth, Purchase Card Administrator, if you need to obtain a PCard: telephone 1-2336, GroupWise findhh.

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