Purchasing+Procedures

Croton Community Coalition Purchasing Procedures The Village of Croton-on-Hudson’s preferred method of purchasing is through the use of **Purchase Orders**, allowing for payment directly to vendors and service providers. (When purchases are made directly and reimbursements are required, then the Village is required to issue W-9s to those reimbursed, which gets cumbersome.) So please remember to use the purchase order procedure, described below.

For any purchases, please contact Ginny Loughlin, Coordinator, at crotoncoalition@gmail.com in advance of the purchase date. In your email, please provide the following information:

-Description of planned purchase (please be complete and provide purpose) -Vendor(s) contacted -Date of contact with vendor(s) -Amount quoted by vendor(s) -Method of each quote: telephone, written/email, fax, or verbal/in person. -The vendor selected.

For the vendor selected, please include: -Mailing address -Telephone/FAX numbers -Employer Identification Number (EIN) or Social Security Number. Payment cannot be processed without the above information.

Also, remember to mention to vendors that the Village is tax-exempt. Ginny will forward the tax-exempt form to you for the vendor’s files.

Ginny will complete the purchase order and forward it to the Village Treasurer. You will be advised of the purchase order number, which you can give to the vendor, with the request that an invoice be sent to:

Sandra Bullock, Treasurer Village of Croton-on-Hudson 1 Van Wyck St. Croton-on-Hudson, NY 10520.

In this way, when the bill is received from the vendor, it will match the previously-submitted purchase order and facilitate prompt payment.


 * Please keep in mind the following requirements: **
 * Purchases up to $999 require only one vendor be contacted; **
 * Purchases from $1,000-$2,999 require a minimum of 3 quotes (verbal or phone); **
 * Purchases from $3,000-$9,999 require a minimum of 3 quotes (written or faxed). **