TRAVEL PROCEDURE UPDATE:
Please see communication about business travel for FY 2021-22 - Travel Communication - FY 2021-22.pdf.
Travel Pre-Approval Form is available here - Travel Pre-Approval Form.pdf. This form should be completed and approved for all travel prior to making any arrangements.
ACCOUNTING, BUDGET & PURCHASING
2020‐21 YEAR END CALENDAR
Friday, April 23, 2021
State and IFR funded purchases over $25,000 must be received by Purchasing.
Friday, May 21, 2021
State and IFR funded purchases under $25,000 must be received by Purchasing.
Friday, June 18, 2021
Proftech (Staples) Last day to order online with 20-21 funds.
Friday, June 25, 2021
Grainger, VWR, Fisher, Krackeler: Last day to order online with 20-21 funds.
Friday, June 25, 2021
Accounting should receive all items (invoices and AP-102’s) necessary to process voucher payments and guarantee payment out of 20-21 funds.
Thursday, July 1, 2021
Beginning of 2021-22 fiscal year.
Thursday, July 1, 2021 – Monday, July 5, 2021 (estimate)
State/SUNY Financial Systems will be unavailable.
Friday, July 30, 2021
Purchase orders & Contracts against all accounts will be disencumbered. Possibly earlier if mandated by SUNY.
The Graystone contract was a SUNY wide contract for advertising positions which expired a few years ago. SUNY has not awarded a new or replacement contract. As a result, departments will need to request a quote from Graystone and submit the quote with a Purchase Requisition to [email protected] Purchasing Office will then issue a Purchase Order to the vendor.
CAR RENTAL POLICY CHANGE:
Please review the recent announcement go to https://ogs.ny.gov/news/cl-869 or https://ogs.ny.gov/procurement/cl-869
Hertz is the sole car rental agency on NYS Contract. Reservation link is provided below. Our Contract Code is automatically loaded.
The replacement contract with Enterprise is in progress.
Enterprise had initially agreed, as a courtesy, to honor existing reservations and hold their pricing through December 31, 2019. They have since moved this date to February 29, 2020. Enterprise may give these same prices to new reservations. That is between them and the Authorized User. We want to be clear – that regardless of the type of reservation (existing or new) neither of these types of rentals are being rented ‘under’ an OGS contract, because the OGS Contract with Enterprise expired on October 18th
Effective January 1, 2021 the new mileage rate will be $ .56 per mile driven.
(old rate was 57.5 cents per mile driven 1/1/20 - 12/31/20)
Non-Essential Travel to North Carolina and Mississippi
As you may have already read in the local media, in reaction to certain legislation enacted by the states of North Carolina and Mississippi, Governor Cuomo has issued Executive Orders 155 and 156 banning all non-essential travel to North Carolina and Mississippi. This travel ban applies to all travel funded by the University, state or Research Foundation, included travel funded from state IFR or Research Foundation multiple sponsor accounts or by another New York State agency. Travel through an airport located in North Carolina or Mississippi to a final destination outside of North Carolina and Mississippi is allowed so long as there is no overnight layover in North Carolina and Mississippi. However, when possible and cost effective, travelers should avoid making airline connections through a North Carolina or Mississippi airport.
In order to comply with this Executive Order, please do not schedule, make deposits, or incur any expenses related to travel to North Carolina or Mississippi at this time.
For state funded travel questions about this policy, please email:
For Research Foundation funded travel please e-mail:
Office of Sponsored Program Administration
Please share this e-mail with all individuals involved with University or Research Foundation travel at UAlbany and thank you for your immediate attention to this matter. Further updates on the status of Executive Orders 155 and 156 will be shared as they are issued.
View the complete updated Executive Orders:
Assistant Vice President for Sponsored Programs Administration
Canada Entry Requirements Update
Beginning on 15 March 2016, entry requirements into Canada will change. Citizens from countries other than the USA, who do not require a visa to enter Canada, will need to apply for, and receive an electronic travel authorization (ETA) prior to arrival. There is a cost of CAD $7 to register, and the ETA will be valid for 5 years, or until the expiration date of the registered passport, whichever comes first.