Year-End Purchasing Procedures – FY 2025–2026
To Faculty and Staff:
As we approach the end of the fiscal year, we want to support a smooth year‑end closeout
for all departments. We encourage you to begin the purchasing process as early as
possible to allow time for necessary approvals, installation (if applicable), invoicing,
and payment prior to our fiscal year‑end.
To ensure compliance, proper closeout, and alignment with SUNY and New York State
requirements, FY 2025–2026 will follow a structured year‑end closeout process. The
deadlines below will be strictly applied and no exceptions can be accommodated once
a deadline has passed.
If you currently have open encumbrances or outstanding purchases that have not yet
been invoiced, please submit all invoices to Accounts Payable as soon as possible
to avoid delays.
As you plan any remaining purchases, please consider whether any of the following
are required, as these steps may significantly impact the timeline:
- Procurement Pre‑Approval Form (Etrieve) and/or contract review and approval
- NYS Contract Reporter advertisement (purchases over $50,000)
- Offices of the Attorney General (AG) and State Comptroller (OSC) approval (purchases
over $75,000)
- Installation
- Furniture delivery and set‑up
The Procurement Office is available to assist throughout the process and encourages anyone anticipating
complexities to reach out early.
2025–2026 Year‑End Closeout Process – Key Dates
Friday, March 13, 2026 – Final Submission Deadline
This deadline applies to all procurements requiring New York State agency approvals
or advertising. This includes, but is not limited to, the Attorney General, OSC, OGS
mini-bids, or NYS Contract Reporter advertisements.
Wednesday, May 20, 2026 – Final Purchasing Deadline
This deadline applies to purchase orders, p-card activity, and all other purchase
requests. After May 20, no additional purchases will be authorized.
Friday, July 10, 2026 – Final Invoice Submission Deadline
Invoices from all purchases made prior to the deadlines described above must be received
by Accounts Payable no later than this date in order to be paid with 25/26 funding.
For assistance with vendor selection, MWBE/SDVOB recommendations, or questions regarding
the procurement process, please contact the Procurement Office at purchasing@farmingdale.edu or 934‑420‑5763.
The Accounts Payable team may be contacted at acctpay@farmingdale.edu or 934‑420‑2078.
Thank you for your continued cooperation and partnership as we work toward a timely
and compliant fiscal year‑end close.
Keri Franklin
Assistant Vice President for Finance and Controller
