Flower City Work Camp

PURCHASING

This page is an internal guide for all FCWC volunteers on how to purchase on behalf of FCWC.

As a reminder, FCWC is under the financial umbrella of Flower City Outreach (FCO), and all financial instruments are in the name of FCO.  Below are a list of ways to purchase for FCWC in order of preference:

Sales Tax Exemption

FCO is federally tax exempt and all purchases are also New York State Sales Tax Exempt. In order for a retailer to honor our NYS Tax Exempt status, this form must be provided prior to your first purchase:

FCO Form ST-119.1 Exempt Purchase Certification

NOTE: It is illegal to use FCO’s Sales Tax Exemption for personal purchases.

 

FCO is pre-registered for sales tax exempt purchases at the following retailers:

  • The Home Depot – Reference #1603787189 or use phone number 585.662.9032
    Home Depot Pro – Check out at the Pro Desk and reference #5852102385 for special pricing on all items.
  • Lowes – Reference phone number 585.662.9032.
  • Target – Reference phone number 585.662.9032.
  • Walmart – Reference #3171887; to purchase tax free at Walmart.com, send requests to ryan@flowercityworkcamp.org to purchase on your behalf.
  • Sherwin-Williams – Reference #476997 for tax exempt and you can charge on the House Account (Account #2950-0654-8).
  • Amazon – FCO maintains a tax exempt business account with Amazon Prime.  Simply email Ryan T. Smith with links or a wish list of what you want purchased, and the address you would like it shipped to, and the items should be delivered to you within 2-3 days.
  • Harbor Freight Tools – Reference #263270.
  • Staples – Reference #3913574640 or use phone number 585.662.9032.
  • Office Depot/Max – Reference #04091214 or use phone number 585.662.9032.
  • UPS Store (Fairport) – Reference Flower City Outreach or look up under “Ryan Smith”.
  • Hobby Lobby – Reference #HL2212850.
  • Ollie’s Bargain Outlet – Reference #15216984.

 

What to Purchase With:

1. FCO ESL Credit Card – purchasing cards are held by Mike McOrmond, Jill Carter and Ken Moore.  Contact your team lead to coordinate payment of an expense you are going to incur.  See contact information here.

2. FCO ESL Debit Card – Ryan T. Smith can make payments on your arranged purchase with a bank issued debit card.  This card cannot be lent to other purchasers, however.  Once you arrange for a purchase, Ryan can call and provide payment information over the phone.

3. FCO Check – Mike McOrmond can write checks to pay retailers or vendors for large purchases.  Submit invoices or expense information so that proper payment can be made.

4. Reimbursement – If you are unable to coordinate for payment as outlined above, you may submit a receipt for reimbursement.  According to the State, purchases made personally that are later reimbursed are not eligible for sales tax exemption.  The individual purchaser is responsible to abide by this rule.

Outside of Work Camp, mail receipts for reimbursement to:

Flower City Work Camp
1890 Harris Road
Penfield, NY 14526

During Work Camp, volunteers can place their receipts for reimbursement in the marked box at the Home Base desk and checks will be written nightly and left in the same box for pickup the next morning.  Receipts should have clearly marked who is to be reimbursed and what the charge was for (Worksite, Sidewalk Club, Kitchen, etc.).  In the event a check isn’t picked up it will be mailed at the conclusion of Work Camp.