Campus Procedural Reminders

Dear Colleagues:

As we begin the new academic year, we want to take this opportunity to remind you of the following 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 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 no longer needs approval from Administration & Finance and will 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, 2025:

• $0.70/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. Instructions are available here.

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

1. Performed entirely outside an employee’s normal work day/shift, and
2. Substantially different from an individual’s professional work obligation as defined by the employee’s performance program, and
3. Must not interfere with the employee’s regular responsibilities, and
4. 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

• 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.
• The purchasing department has developed a recorded presentation, Purchasing Basics, to serve as training for staff who are new to procurement or to serve as a refresher for those in need. Additionally, a presentation is available to assist staff who enter and approve Requisitions in FMS.

Technology Purchase Coordination Reminder
To ensure consistency, security, and alignment with organizational standards, all technology purchases must continue to be coordinated through the Information Technology department.

Please note: Any technology-related requests not originally included in your submitted budget must be funded through your departmental accounts.

Legal Agreements
All non-procurement related agreements should be reviewed by the Office of Legal Affairs. If you have an agreement that needs to be executed, please submit a request via the Agreement Request Form at least 6 weeks prior to the date in which the agreement is expected to commence.

IT Service Desk Portal
The Information Technology team provides a centralized Service Desk Portal to support campus-wide IT needs. This portal enables efficient issue tracking and ensures requests are routed to the appropriate support teams. Please submit all IT support requests through the Service Desk Portal.

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