Procurement & Payment Services

How to Purchase…

Advertising

There are many instances that would require advertising by College departments. In such situations the following procedures are to be followed:

Contact the appropriate source for the advertising
Provide the vendor with a requisition number for the ad(s) to be run
Provide the vendor with a sample of the ad(s) to be placed
Provide the vendor with the applicable date(s) and/or time(s) for the ad(s) to run

Following the publication and placement of the ad(s), the vendor must send an itemized invoice, including a tear sheet or affidavit and rate card, to the ordering department. After approving the invoice for payment, the department must forward the invoice and tear sheet (or affidavit and rate card) to Procurement & Payment Services for payment. When placing on-line advertising, the department is required to obtain either a hard copy sample of the ad or and e-mail attachment of the ad from the vendor.

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Advertising Job Vacancies

As of November 2009, SUNY College at Brockport negotiated a contract with Graystone Group Advertising for classified advertising services. This contract allows faculty and staff to place job vacancy advertisements in local, regional, and national publications at a reduced cost and with a consistent appearance.

The contact information fro Graystone Group Advertising is as follows:

Phone: (800) 544-0005
Fax: (203) 549-0061
E-Mail: ads@graystoneadv.com

Graystone can place ads (but is not limited to) in the the following publications:

About Time Magazine
Binghamton Sun Press
Black Issues in Higher Education
Buffalo News
CareerPath.com
Chronicle of Higher Education
Hispanic Outlook
Rochester Democrat & Chronicle, and
Syracuse Herald.

If you have received approval to advertise from your dean or director, vice president and the Office of Affirmative Action, and will be placing a job vacancy notice in one of the publications or on-line services listed above, please follow this process:

Call and place ad in specific publication OR...
Fax or e-mail a copy of your ad to Graystone with a list of the publications in which the ad is to be placed. (E-mail is the quickest and easiest for Graystone.)
Within a brief period of time, Graystone will fax or e-mail the department a copy of how the actual ad will appear, along with the cost of the ad for each publication specified.
Proofread the ad and make revisions, if any, and review the cost of the ad for each publication.
Contact Graystone with final decisions regarding publication selection and any revisions to be made to the ad.
Provide Graystone with a requisition number.
Request that Graystone submit the invoice and tear sheet to the Office of Procurement Payment Services, referencing the requisition number on the invoice.
Forward the requisition immediately after placing the ad(s) to the Office of Procurement & Payment Services with an account number and authorized signature.

Please contact the Office of Affirmative Action at 2109 or Payment Services at 5149 with any questions regarding this procedure.

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