Year-End Purchasing Procedures

To Faculty and Staff:

June 30 will be here before you know it!  Begin the process now to allow for receipt of goods, installation, and payment by June 30.

• If you have any open encumbrances that haven’t been paid, please submit invoices to Accounts Payable as soon as possible.
• Be particularly mindful of the June 30 deadline if your purchase requires any of the following:
  • Procurement Pre-Approval Form (on Etrieve) or 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 place on your calendar:

• Friday, May 2
  • 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 9
  • Notify Purchasing if there are any pending items (encumbrances) that require attention.
  • Account holders should continue to review accounts regularly and notify Purchasing immediately for items requiring attention.

• Friday, July 11
  • All invoices must be received by Accounts Payable.
  • Invoices received after July 11 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 Offices of the Attorney General (OAG) and 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 (OGS) centralized contract for $200,000 or more

Please reach out to purchasing@farmingdale.edu or call 934-420-5763 for assistance. Purchasing is here to help 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.

The Office of Administration and Finance