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.

Access a glossary of terms.

Please Read: Changes to Procurement Legislation

The Office of the State Comptroller (OSC) and the New York State Legislature passed bill A00624 / S02219, which has been signed into law by Governor Hochul.

This law, effective March 17, 2023, amends the existing procurement flexibility that SUNY has had in place since 2011, and establishes a new level of oversight authority that will require prior approval from OSC.

All Purchase Orders and Contracts for goods, services, construction, and construction related services will now require prior approval by the NYS Attorney General (AG) and the State Comptroller where the aggregate of the procurement is valued at $75,000 or greater. (Previously, the threshold was $250,000.)

All Purchase Orders and Contracts for goods, services, construction, and construction related services with aggregate purchases over a twelve (12) month period and one-time procurements of $200,000 or more off a NYS Office of General Services (OGS) centralized contract will now require OSC approval. (Previously, no approval was required.)

It is essential that this information be kept in mind prior to the start of any procurement and note that the review/approval period for OSC is now 75 days from receipt and after AG approval. (Previously, OSC review/approval was 30 days from receipt.)

Please contact Procurement Services for additional guidance and advice.

Fiscal Year 2025-2026 Year-End Purchasing Deadlines

As we approach the end of Fiscal Year (FY) 2025-2026, departments should plan ahead to ensure that all requisitions, orders, receipts and financial transactions are completed by the established deadlines for the current fiscal year.

Year-end deadlines help ensure that purchases can be reviewed, approved, processed and paid using FY 2025-2026 funds. This includes both traditional Purchase Requisitions and orders placed through major online vendors. Departments are reminded that goods and services must not only be ordered but fully received by the required dates to be charged to the current fiscal year.

Additional cutoff dates apply to receipt submissions, payroll journals and expected system downtime. Deadlines may change based on SUNY or State directives, and processing volume increases significantly during year-end, so early submission is encouraged.

For questions, please contact [email protected].

Important Dates for FY 2025-2026 Purchasing

Purchase Requisitions

$25,000 and above: Due April 10, 2026
Up to $24,999: Due May 11, 2026

Online Vendor Orders

Order and receipt must occur by these dates to be charged to FY 2025-2026:

Grainger, WB Mason, Staples: June 22, 2026
VWR, Fisher, Krackeler: June 22, 2026

System Downtime

The beginning of the 2026-2027 Fiscal Year is July 1, 2026.

Estimated SUNY/State system outage: July 1 to 3, 2026

Receipts & Journals

AP‑102 Notice of Receipt: Due July 31, 2026
Payroll journal requests: Due July 17, 2026

Important Notes

Goods/services must be fully received by the deadlines to be charged to FY 2025-2026.
Requests received after deadlines will be charged to FY 2026-2027.

New Request Intake Forms

Procurement Services has launched new online forms to be used for all state procurement requests, as well as revenue-generating, applied learning, athletic contest and other miscellaneous agreement review requests. The forms can be accessed here: