SCL Purchasing: Responsible for vendor management, product sourcing, issuing requests for proposal and bids, and vendor on-boarding. Addresses product recalls, daily performance issues of vendors, including on-time delivery, product quality and compliance with Dining standards and requirements. Reviews any pricing or delivery discrepancies with the FTC as needed. Notifies vendor and requests credit or on-invoice reduction if invoice does not match the current price file. Sends vendor substitution requests to the CWI team for approval and maintains Vendor Tracking Sheet. Approves/rejects new item requests as received. Uploads weekly vendor price updates to FSS. Manages rebate and commissions programs and reviews FSS purchasing reports for variances. Audits primary food vendor for contract compliance.
Cornell Wellness and Innovation Team (CWI): Set and approve menus, review and approve/reject product substitution and new item requests and adds to FSS.
FSS Data Team: Adds approved items to FSS and links to appropriate vendor so it is available for addition to ordering templates. Notifies FTC if new items identified during receiving will be added to FSS.
Material Handler: Create orders in FSS using custom ordering templates and sends to Chef/Manager to approve and submit to vendor. Receives product at the receiving docks and verifies product and counts to receiving worksheets printed from FSS. Adjusts invoice as needed for damaged goods or rejected product and codes according to FSS Manual guidelines, signs invoice to indicate reviewed with corrections noted if applicable.
Chef/Manager: Submits requests and approved items to replace existing and provides updated recipes. Creates/updates and maintains order templates in FSS based on approved service menus established in conjunction with Nutrition/Culinary Management Team. Reviews service menus and ordering templates with Material Handlers and production staff. Prints weekly vendor order worksheets to be used as order guides by Material Handlers. Reviews/approves orders in FSS and sends electronic PO to vendor. Uses P Card to make purchases of 1X, specialty, or emergency items.
Operations Manager: Operations Manager is responsible for the accuracy of the financial reporting of each dining Unit. Review FSS purchasing audit reports to review spend monthly.
Dining Account Rep: Scans invoices to the FTC for processing and receiving in FSS.
Manager of Finance and Business Performance: Monitors financial statement activity for fluctuations in any food category and/or unit and investigates discrepancies to understand underlying cause.
Financial Transaction Center (FTC): Responsible for processing vendor invoices and credits timely. Identifies issues with pricing, quantities or product and raises issue to purchasing team. If new items are identified, notifies FSS group email and awaits CWI approvals. Runs FSS AP Audit Summary to review all pending invoice transactions and creates voucher file to be sent to KFS for upload.
Vendor: Fulfills order and ships to unit. Addresses performance issues, non-compliance and product quality concerns raised by SCL Purchasing and/or Cornell Dining. Submits substitution proposals to SCL Purchasing for review and approval prior to shipping. Issues samples with approval of CWI team and hosts vendor food shows and events.