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Purchasing Procedures

Purchases can be made utilizing State-appropriated funds, Income fund reimbursable accounts, and Dormitory operating funds. Using these resources purchase requests can be processed through several mediums:

  1.  Procurement Card – directly assigned to an employee (preferred method for purchases below $2500)
  2.  Departmental encumbering at the desktop utilizing the SUNY WEB procurement application and/or
  3.  Direct handling through the Purchasing Department (manual completion of the paper requisition form).

The new web requisition application has been developed around the concept of "first touch". This means whoever originates the source information should be the first person to enter the information into the system which then generates the required documents, transactions, journals, etc.

The signing and approval of the requisition will be electronic and follow a pre-determined WorkFlow process. By providing for the electronic storage and routing of documents, an electronic form can be simultaneously routed to several individuals eliminating the need for copies. Document modifications and comments can be electronically stored and personnel in different geographic locations will receive the document at the same time, eliminating mail or fax delays. WorkFlow provides many people with access to the document simultaneously. It provides the status of a document and can be monitored at any time. There are no lost, misfiled or misplaced documents, and all documents are protected in a secure environment.

An example of this concept is requisition input by the maintenance department; the system provides the capability for maintenance to input requisitions without creating purchase orders, and electronically route the requisition documents to the purchasing department.

The system obligates the funds as soon as the requisition is input. Through the various stages of the procurement cycle (requisition, ordered, received, invoiced, paid, etc.) the system provides for monitoring by the maintenance department. Maintenance can monitor other information (i.e., account balance, purchase order balance) for the accounts that it has "control" over with resource level protection through the security system.

Electronic signatures or implied electronic signatures are one or a combination of things that uniquely identify the sender or receiver of a record. This signature information is created, stored, generated, received or communicated by electronic means using new technology. The system will implement electronic signatures in all applicable areas and will adhere to current NYS rules, regulations and guidelines.

Each Farmingdale State College Department has personnel authorized to submit a purchase requisition electronically in the SUNY Finance and Management System. Only Department Heads and VP's are authorized to electronically approve the requisition. Once approved, the requisition is transmitted electronically to Purchasing where it is reviewed, approved, and then a Purchase Order is issued. Purchase Orders are normally mailed to vendors unless stated that they need to be faxed and a fax number is provided.  An authorized users form must be filled out and submitted to Purchasing so we can set up the approved online web procurement users and Department Head/VP approvers for each account. 

If the purchase is utilizing a State Contract, the contract number must be noted on the Purchase Requisition. If a vendor is a New York State Certified Minority or Woman Owned Business, it must also be noted on the Purchase Requisition. Please note this on the comment section of the requisition.

Instructions for online web procurement and the list of Sub Object Codes are available on the Intranet under Administrative documentation.

Procurement Pre-Approval Process

We require all departments making purchases for goods or services valued above $50,000 to use the Procurement Pre-Approval Process.

The form is intended to be used prior to the department selecting a vendor and initiating a purchase. This will give the Purchasing Department the opportunity to work with departments on selecting an appropriate vendor; ensure compliance with Minority and Woman Business Enterprise (MWBE)/Service Disabled Veteran Owned Businesses (SDVOB) guidelines, as well as NYS Preferred Source Program requirements; and NYS Contract Reporter advertising mandates.

Departments making purchases that require a contract or agreement to be signed will also be required to use this process, regardless of price. This will ensure that contracts are reviewed after the approval of the appropriate departments has been obtained. It will also ensure that contracts are executed by authorized signers only.