Spending Controls

As SUNY Cortland transitions from the required spending constraints developed by the SUNY system and New York state during the COVID-19 pandemic, the entire campus community will play a role in continuing the financial stability of the university. The following expectations will be in place until Feb. 15, 2022.

Hiring Plans

On Oct. 1, 2021, SUNY and New York state spending constraints expired, but SUNY recommended that campuses take a conservative approach during the current academic year. SUNY Cortland will continue SUNY’s recommendation to centralize hiring decisions at the executive leadership level and prioritize open positions, planned hires, refills, extra service and also-receives as follows:

Faculty: Revenue Generating or High Enrollment 

Prioritized if revenue generation is known (i.e. a grant is already identified) or high enrollment demands exist in the academic department including service coursework

Staff: Health and Safety

Prioritized based on providing services necessary for health and safety

Staff: Student-Facing Experience 

Prioritized in areas that would aid in student retention, recruitment or service

Staff: Managerial or Operational

Prioritized based on operations and strategic needs of the campus

Non-Salary Expense Plans

Travel will be restricted to the following purposes:

• Student recruitment
• Fundraising opportunities
• Professional trainings, licensure or certificate programs (i.e., University Police Department or health and safety)
• Student athletic events (Intercollegiate or Club)
• Study Abroad (support of academic coursework for students only)
• Chaperoning student groups (support academic coursework or SGA approved trips)
• Supervision of students in academic required coursework (i.e., internships and student teaching)
• Presenting at conferences (documentation required)
• Officer or member of an association meeting (documentation required)
• SUNY, state or federal operational meeting (documentation required)

Note: Travel authorizations must be approved by supervisors and received by the Purchasing and Accounts Payable Office within (or) a minimum of (or) no less than five business days prior to traveling. Travelers must pursue the most economical travel means (i.e., use of campus fleet vehicle and lodging at per diem rates). Travel reimbursement requests and documentation must be submitted within 30 days of travel.

Large-Scale Purchases (i.e., software, advertising, or other major expenses)

• Utilize university-wide contracts or regional contracts when available
• If university-wide contracts don’t exist, please consult Purchasing and Accounts Payable
  Note: All software must be approved and purchased by Information Resources.

Office Supplies and Materials

All office supplies must be purchased through Central Stores.

• If Central Stores does not supply an item that meets the form, function, and utility, the Staples state contract on Red Dragon Depot is appropriate.
• University-wide and regional procurement contracts should be
• COVID-19 safety supplies must be purchased through Central Stores and charged to the appropriate COVID account.

All Other Purchases

• Utilize university-wide contracts or OGS state contracts when available
• Accounts associated with the state funding can purchase promotional materials or apparel for current students or prospective students only.
  Note: Health and Safety related apparel purchases will be reviewed and approved as necessary

Department/Office Retreats or Working Lunches

• On- and off-campus retreats are allowed, provided they follow campus COVID-19 safety protocols.
• Funding for these events should be discussed with the appropriate vice president of a division.
  Note: Accounts associated with state funding are prohibited to be used for department/office retreats or working lunches until the spending controls are lifted.

Campus Printing

SUNY System Administration currently is developing a print management policy. More information will be shared later in the academic year.