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 using funds administered through the State of New York (including State Operations, DIFR, IFR, and Current Restricted Fund) is 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 purchase, lease, or rental of goods and services. Authorized representatives are defined as those Business Office employees specifically designated by the President and Vice President for Finance and Management with signatures on file with the state of New York.

In addition, P-card holders are authorized to make purchases on behalf of the University within established cardholder guidelines. Limited-purpose purchasing authority may also be delegated, when appropriate, as circumstances warrant.

Prior approval from the Purchasing and Accounts Payable Office is required for all planned purchases of goods or services, including contractual obligations. Any liability incurred without prior approval is considered unauthorized and becomes the personal liability of the individual making the commitment.

Unauthorized actions may be justified on in rare emergency situations involving the immediate health and safety of persons or property, and only when the Purchasing and Accounts Payable Office cannot be reached. Emergency procedures for these situations are addressed in the Standing Procedures for Physical Plant and Public Safety.

While good planning remains the best way to avoid urgent purchasing situations, unforeseen circumstances may occasionally arise. In such cases, the Purchasing and Accounts Payable Office may, when necessary for expediency, provide verbal authorization to proceed.

For guidance on the appropriate purchasing process or to clarify next steps, please contact the Purchasing and Accounts Payable Office at ext. 2305.

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

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