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