Campus Procedural Reminders

Colleagues:

As we begin the new academic year, we want to take this opportunity to remind you of the following important, frequently used campus procedures:

Work Orders
If you observe a non-urgent maintenance or grounds issue that needs the attention of Facilities Operations, please submit a work order request via the online work order system. Urgent or emergency maintenance requests can be escalated by contacting Facilities at ext. 2017. After-hours emergency maintenance needs should be addressed by contacting the Heating Plant at ext. 2605.

Safety Concerns
To report unsafe or hazardous conditions on campus, please use the Safety Concern Reporting Form. Emergency situations should be reported directly to University Police at ext. 2111 or Facilities at ext. 2017.

State Vehicle Requests
An electronic State Vehicle Request form is now available on Etrieve. This form will no longer need approval from Administration & Finance and will now be routed to the Facilities garage after supervisor approval.

Employees must follow the College’s Fleet Vehicle Policy when making a request to use a state vehicle. New drivers will be asked to submit a LENS form to University Police. Those requesting vans are required to complete a passenger van driver training course. Please contact UP for additional information.

Mileage Reimbursement
A personal vehicle should only be used when a rental or state car is not available, is more cost effective, or is otherwise appropriate for a justifiable reason. Please use the trip calculator to determine the most economical means of transportation, rental car, or personal car. When choosing a personal vehicle when a state car or rental IS more cost effective, reimbursement is limited.

Mileage reimbursement rates are determined by the IRS and change frequently.
Rates as of January 1, 2024:

• $0.67/mile: If use of a privately-owned automobile is authorized or if no government-furnished automobile is available
  
• $0.21/mile: If a government-furnished automobile is available

Extra Service Requests
Requests for extra service require a UP8 form to be completed by the employee and approved prior to any work beginning. All forms are completed electronically in Interview Exchange.     

Extra Service should only be used for an employee when the work to be performed by the employee is:

• performed entirely outside an employee’s normal work day/shift, and
• substantially different from an individual’s professional work obligation as defined by the employee’s performance program, and
• must not interfere with the employee’s regular responsibilities, and
• must not be performed during a period of time being charged to leave accruals, and
• must not be performed during the employee’s scheduled lunch break.

In emergency situations, the department should speak to Human Resources to expedite the approval process. For more information on Extra Service procedures please contact HR at ext. 2107 or hr@farmingdale.edu.

Procurement Reminders

• All requests for renovations or furniture replacement have been removed from FY24-25 budgets. Please submit the Project Request Form on Etrieve to initiate these requests.
• Refer to the Purchasing webpage for more information about updated protocols and procurements that require Pre-Approval. Other important guidelines to consider are the Procurement Guide by Dollar Threshold as well as the Expenditure/Reimbursement Guide.
• Please submit requests for promotional Items, such as giveaways, awards, and apparel, in Etrieve. Once approved, please submit a request for additional allocation to Finance and include your approval as support.
• If a department needs to make a purchase that will exceed their total budgeted allocation or was not included in their approved budget, please submit the Purchasing Request Form for approval.
• The purchasing department has developed a recorded “Purchasing Basics” presentation to serve as training for staff new to procurement or to serve as a refresher for those in need. In addition, a presentation is available to assist staff with entering and approving requisitions in the Finance and Management System. Contact the purchasing department at purchasing@farmingdale.edu for access to view either of these training presentations.

IT Service Desk Portal
The Information Technology team has implemented a new helpdesk system for the campus. The new Service Desk Portal will provide opportunity for both IT and our campus constituents to take advantage of new processes and workflows for IT support.

We kindly ask that you follow the above procedures when submitting such requests. Please do not hesitate to reach out to adminfinance@farmingdale.edu with any questions.

Have a great semester!

Gregory O'Connor
Executive Vice President & Chief Financial Officer