Year End Purchasing Procedures 2023-24
To Faculty and Staff:
June 30 will be here before you know it! Start the process now to allow for receipt
of goods, installation, and payment by June 30.
- Do you have any pending items (encumbrances) that haven’t been paid yet? If so, please
submit invoices to Accounts Payable as soon as possible.
- Does your purchase require any of the following?
- Procurement Pre-Approval Form (on Etrieve) / Contract review and approval
- Purchasing Request Form
- NYS Contract Reporter advertisement (purchases > $50,000)
- OSC Approval (purchases > $75,000)
- Installation
- Furniture delivery and set-up
If you need assistance, please contact the Purchasing Office at purchasing@farmingdale.edu or 934-420-5763.
Below are some key dates to be placed on your calendar:
- Friday, May 3
Deadline for submission to Purchasing to ensure use of current-year funding. This
allows for appropriate processing time, including receipt of goods and services prior
to June 30.
- Friday, May 10
- Notify Purchasing if there are any encumbrances that require attention.
- Account holders should continue to review accounts regularly and notify Purchasing
immediately for items requiring attention.
- Friday, July 12
All invoices must be received by Accounts Payable. Invoices received after this date
will be paid out of new fiscal year funds.
As a reminder, effective March 17, 2023, and until further notice, SUNY State-funded
contracts/purchases with the following monetary thresholds must be sent to the Office
of the Attorney General and the Office of the State Comptroller for review and approval:
- All purchases/contracts (informally or formally procured) for goods, services, construction,
and construction-related services of $75,000 or more
- All purchases utilizing an Office of General Services centralized contract for $200,000 or more
Please reach out to purchasing@farmingdale.edu or call 934-420-5763 for assistance. The Purchasing team is here to assist you with
vendor selection, vendor recommendations (MWBE/SDVOB), and with any questions you
may have regarding the procurement process.
The Accounts Payable team may be contacted at acctpay@farmingdale.edu or 934-420-2078.
Thank you.
The Office of Administration and Finance