Expenditure Exemption FAQs

• Q: Why are these expenditure restrictions being put into place and how long will they be in effect?

  A: In response to possible state budget cuts and Stony Brook enrollment challenges the university is implementing an immediate freeze on all non-salary expenditures.  As we assess the financial and enrollment situation we may extend, adjust or augment this action.

• Q: How do I know if my request qualifies for an exemption?

  A: This expense freeze applies to all expenditures except those directly related to the COVID19 response.  Hospital and LISVH accounts are exempt from this process as are externally sponsored research awards.

  Funds impacted by these guidelines include state, general IFR, SUTRA, RF IDC, and DIFR.

• Q: What is the funding criteria for the exemption process?

  A: This expense freeze applies to all expenditures except those directly related to the COVID19 response.  Hospital and LISVH accounts are exempt from this process as are externally sponsored research awards.

  Funds impacted by these guidelines include state, general IFR, SUTRA, RF IDC, and DIFR.

  Although very few exceptions are expected to these restrictions there will be cases where it is in the institution’s best interest to proceed with a commitment.  These may include procurements essential for health and safety which must proceed immediately and procurements that directly support revenue generating activities through summer 2020.

• Q: What is the process for an exemption to this policy?

  A: Although very few exceptions are expected to these restrictions there will be cases where it is in the institutions best interest to proceed with a commitment.

  Purchases in the amount of $20,000 – 49,999 must meet the criteria above and be approved by the area VP. Areas will be will be required to assign their Wolfmart requisitions to their VP or designee for approval to Procurement for processing.

  Purchases over $50,000 must meet the criteria listed above and be assigned to the area VP, with a Non-Salary Expenditure Exemption Request form attached. Senior leadership will review the request and departments will be notified of the outcome.

  Forms and flow charts can be found at the following link: https://www.stonybrook.edu/vpadmin/

• Q: How will the restriction on expenditures effect my ability to put a requisition on WolfMart?

  A: You will still be able to put a requisition on WolfMart with the appropriate approvals. Requisitions should only be processed if they are essential for health and Safety or in support of revenue generation this summer.

• Q: Will there be changes made to requisition processing in WolfMart?

  A: Yes.

  Purchases in the amount of $25,000 – 49,999 must meet the criteria above and be approved by the area VP. Areas will be will be required to assign their Wolfmart requisitions to their VP or designee for approval to Procurement for processing.

  Purchases over $50,000 must meet the criteria listed above and be assigned to the area VP, with a Non-Salary Expenditure Exemption Request form attached. Senior leadership will review the request and departments will be notified of the outcome.

  Forms and flow charts can be found at the following link: https://www.stonybrook.edu/vpadmin/

• Q: How will RFP’s, service contracts and commodity purchases currently in process be handled?

  A: Lists of any current IFB’s/ RFP’s, service contracts and commodity purchases will be prepared and reviewed by department management. The purchases on these lists will require approval to continue its’ processing.

• Q: Is Travel allowable?

  A: Until further notice travel should be curtailed when using State, IFR, SUTRA and RF IDC funds.

• Q: Can I still use my P-Card?

  A: Yes, but only for purchases that are essential for Health and Safety and in support of revenue generation this summer. All P-cards will have the single transaction limit lowered to $1,000, unless you have been identified by your VP Coordinator as requiring a higher limit.

• Q: What is the credit limit on my P-card?

  A: All P-cards will have the single transaction limit lowered to $1,000, unless you have been identified by your VP Coordinator as requiring a higher limit.