Embedded Files
DISTRICT BOCES IT BUDGET DEVELOPMENT AND MANAGEMENT
What is in my budget?
How is the stuff I bought inventoried?
How can I buy stuff? What are the ways I can buy stuff?
BOCES CONTRACTS & ED LAW 2-D COMPLIANCE
How do I know what I can buy? What can I buy?
REGIONAL TECHNOLOGY RECOMMENDATIONS
Which products are recommended for technology purchases?
Service Overview
Service Overview
This service provides resources to support the procurement and lifecycle management of technology-related hardware, software, maintenance, and contracted services. It supports the Technology Procurement and Lifecycle Management Service (RIC-D budget), Instructional Technology Base Service (IT-D budget) and Telephone Interconnect Service (TI-D or Tel). For more information, please click the links below:
Technology Procurement and Lifecycle Management Service Description
Supports administrative technology-related purchases
Instructional Technology Base Service Description
Supports instructional technology-related purchases
Telephone Interconnect Service Description
Provides a cost-effective means to contract for and manage land-line telephone circuits and mobile
communications/cell plans
*Participation in the base service is required when making technology-related purchases
Contacts
Contacts
Service Contacts
IT-D Contact - This contact is only for districts who participate in the Instructional Technology Base Service. Please contact your local BOCES for any other inquiries.
District Budget Coordinator Contacts
Frequently Asked Questions - FAQ's
Frequently Asked Questions - FAQ's
1.) Sometimes it seems to take longer to process my requests – what might cause this to happen?
Each situation is unique – we are happy to provide information/updates if you are experiencing delays. Feel free to reach out to ricpurchasing@btboces.org to request an update.
Delays usually happen when there is not an existing procurement source as additional steps are required (contract reviews and Board of Education approval).
2.) Why does purchasing close before the end of the school year?
To ensure districts receive state aid for the purchases the following year, the items must be received and entered in inventory before the end of the school year. We encourage districts to place their orders early to prevent this from happening.
3.) I would like to use grant funding for IT purchases. Are you able to process my order?
Districts are able to use grant funds for IT purchases. When submitting your request to ricpurchasing@btboces.org, please make sure to indicate grant funds will be used. Once we process your order for the current year, we will update the appropriate budget (RIC-D or IT-D) if the item requires a renewal.
4.) How do I know if an order is being processed?
Once an order has been entered, your purchasing contact will send you an email that includes the “PND” number. The PND number indicates the order was received and entered.
If you have any questions regarding your order, please include the PND number in your email to ricpurchasing@btboces.org.
Center Support Calendar
Center Support Calendar
Please note that our fiscal year starts July 1 and goes through June 30.
Receiving Reports are done on a bi-weekly basis for non-MITS districts. The dates your district receives those reports are tentative, based upon each District Budget Coordinator's schedule. Receiving Information is available in ServiceNow for MITS districts.
2025-2026 Center Support Board of Education Submission Dates
Close of Purchasing Memo 2024-2025
Purchase Order Close Date – All requisitions for 24-25 purchases are required to be approved by the district and submitted through ServiceNow (MITS) or to RIC Purchasing (non-MITS) no later than Friday, May 16, 2025.
Online Orders, StaplesLink, etc. – All requests for purchases that use existing blanket purchase orders must be submitted to RIC Purchasing no later than close of business - Friday, June 6, 2025.
Claims for Mileage and Expense Reimbursement – Mileage and expense reimbursement claims for July-December 2024 must be submitted by April 30, 2025. Mileage and expense reimbursement claims for January-June 2025 must be received by the end of the day on July 1, 2025.
Claims submitted after the deadline may be rejected for reimbursement
Wegman's Card Purchases – Can be made through Friday, June 20, 2025 and the receipt must be sent to Accounts Payable no later than Tuesday, June 24, 2025.
Receipt of Goods Documentation – Evidence of receipt of goods MUST be submitted to RIC Purchasing ricpurchasing@btboces.org by June 30, 2025.
IPAs 2025-2026 - Important Dates (Updated 1/6/25)
In order to get your IPA fully approved for the 2025-2026 school budget vote, you will need to have your equipment list finalized and approved, and your BOE resolution passed no later than March 20, 2025.
The last BT BOCES board date to submit IPAs will be April 9, 2025. This means all documents must be approved and submitted to Center Support no later than March 21, 2025.
If you have any questions or concerns about your IPA, please contact your District Budget Coordinator. If you would like to know more information about IPAs and the process, please visit our Procurement page.
MITS Districts and Non-MITS Districts have different times of when reports are expected to be received.
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