Procurement Services

Welcome to Procurement Services. Our mission is to provide integrity and quality procurement services to the University community, thereby ensuring the success of the University in fulfilling its mission of world-renowned education. As an agency of the State of New York, we are subject to statute. We are here to help you navigate the rules and restrictions associated with purchases made with your funding.

Office Hours:

8 am to 4 pm Monday – Friday

Employee Quick Links:

• Purchase Requisition
• Purchasing Basics

 Please email questions to [email protected]

Fiscal Year End Purchasing & Accounting Critical Dates

Please note key dates as we approach the end of the University’s Fiscal Year (FY) for 2021‐22.
All State, IFR & DIFR funded Purchase Requisitions for FY 2021‐22 must be received in
Procurement Services by the dates noted below, to be processed against current FY funds. The
dates provided in this communication are similar to previous FY end practices.

•      For purchases $25,000 and over - April 13, 2022
•      For purchases up to $24,999 - May 11, 2022

For online system orders, the estimated billing cut‐off dates for charges to be processed against
FY 2021‐22 funds are as follows:

•      Proftech (Staples) - June 17, 2022
•      Grainger - June 24, 2022
•      Scientific Houses (VWR, Fisher, Krackeler) - June 24, 2022

When placing orders with one of the above online vendors, please note both the order and
receipt of the item(s) must take place prior to the above listed date for the charge to be processed
against current year funds.

For a purchase to be expended in FY 2021‐22, the goods and services must be received in full,
then please complete a notice of receipt (AP‐102) in Accounting Forms by July 20, 2022.

This timeline is for planning purposes and is subject to change by SUNY or State unforeseen
mandates. In addition, these dates do not guarantee a procurement request can be completed. Volume will determine whether the office can accommodate the request, however these dates
are provided to inform the community that FY 2022‐23 funds will be utilized for the procurement
requests received after the dates outlined in this communication.

The Office of the State Comptroller (OSC) has updated the policies and procedures regarding a proper invoice. Billing invoices submitted to the University must contain all information, including contract and purchase order number and supporting documentation required by the University and OSC. Payments to Contractors requires the Contractor to submit an invoice that adheres to OSC’s “Proper Invoice” requirements which can be found at: https://www.osc.state.ny.us/agencies/guide/MyWebHelp/#XII/4/F.htm

Effective 04/06/2020 all contractors and subcontractors are required to follow COVID-19 Contractor Jobsite Guidance.