Purchasing Guidelines

⚠️Fiscal Year-End Purchasing Reminder

To use current fiscal year funding (FY25/26), all purchase orders (POs) must be received by our office no later than June 20, 2026.

Please plan ahead and submit orders early. All FY25/26 purchases must be for goods or services that will be received by June 30, 2026.

P-Cards remain active year-round. POs are processed on a first-come, first-served basis.

Orders not completed or received by June 20 will be charged to FY26/27. Please wait until July 1 to submit orders for the new fiscal year (FY26/27).

The purchase of goods and services from funds administered through the State of New York (including State Operations, DIFR, IFR, and Current Restricted Fund) are subject to the New York State Finance Law, State Agency Regulations, Executive Branch Directives, and State University Policy.

University policy requires that only authorized University representatives may make commitments for the purchase, lease, or rental of goods or services. Authorized representatives are defined as those Business Office employees specifically designated by the President and Vice President for Finance and Management and having signatures on file with the state of New York. Additionally, P-card holders are authorized to make purchases for the University within established guidelines for cardholders. Limited purpose authorizations may at times be further delegated as circumstances warrant.

It is necessary to receive prior approval from the Purchasing and Accounts Payable Office for planned purchase of goods or services, including contractual obligations. The incurring of any liability without prior approval is unauthorized and becomes a personal liability. Unauthorized actions in rare cases of true emergency affecting the immediate health and safety of persons or property are justified and then only if the Purchasing and Accounts Payable Office could not be reached. Standing Procedures for Physical Plant and Public Safety address emergency situations.

While nothing can replace good planning, and often a crisis results merely from the lack of it, the unanticipated will at times occur. In those circumstances the Purchasing and Accounts Payable Office may, for expediency, give a verbal authorization to proceed.

Please call the Purchasing and Accounts Payable Office (ext. 2305) to clarify the proper action and gain the guidance and assistance as needed

Use the search field below to find purchasing-related pages and resources within the Purchasing Guidelines section of the website.

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