SUNY Potsdam

When purchasing goods from BJ’s Wholesale Club in Massena the following procedures must be followed in order to ensure reimbursement is processed promptly and correctly:

• All purchases should be encumbered as a reimbursement through a requisition signed by your department head.  Item and purpose should be described in the body of the requisition for all purchases.
• BJ’s purchases are limited to $500
• Bring the requisition to the Purchasing and Payables Office.  We will check your account for funding and verify the reasonableness of the purchase, then give you a tax exempt form and a reimbursement form along with the BJ’s membership card. All purchases must be for business use and not personal.
• BJ’s does not accept purchase orders, hence when making purchases at BJ’s personal funds must be used.  These funds will be reimbursed to the employee.
• After completing the purchase return to the Purchasing and Payables Office the Acknowledgement of Receipt form and a completed reimbursement justification form using the following information.
  
  • Name
  • Social Security Number
  • Address (either home or campus-your check will be mailed to the address you provide)
  • Description of what is being purchased
  • Sign and date the reimbursement form
  • Amount
  • Signature of Department Head

• The receipt from BJ’s must accompany the reimbursement form.  New York State will not pay a reimbursement that does not include a receipt.
• The Purchasing and Payables Office will process the reimbursement when we receive the above forms with the correct information.  You should receive your check in approximately two weeks.
• The College has only one membership card.  Please return within two (2) business days so others have the opportunity to use it.