Policies & Guidelines
Access the official policies that govern University purchasing
Clear guidance is available to help employees understand the rules around purchasing
and contracting at Stony Brook University. These policies explain when Procurement
Office approval is required, outline key compliance requirements, and cover common
topics such as unauthorized purchases, transparency requirements, and special procurement
situations. Following these guidelines helps ensure purchases are handled correctly,
legally, and without delays.
Unauthorized Purchases & Requests for Services
Purchasing or requesting services without proper approval can lead to payment delays, compliance issues, and personal liability. Understanding when Procurement approval is required helps ensure vendors are paid on time and University, SUNY, and New York State requirements are met. Please visit our Unauthorized Purchases section for guidelines, policies, and requirements.
Catering & Food Guidelines
Guidance is provided to help employees purchase catering and food services in compliance with Stony Brook University procurement requirements. The information outlines approved vendors, required forms, funding considerations, and planning timelines to ensure food purchases and events are handled correctly and without delays. Please visit our Catering & Food section for additional details on catering and food purchasing requirements, including approved vendors, required forms, spending limits, and applicable policies .
Project Sunlight
Project Sunlight supports transparency by outlining when certain procurement‑related interactions need to be reported. Being familiar with these requirements helps employees feel confident, stay compliant with New York State law, and avoid unnecessary follow‑ups or reporting issues. For more information and policies surrounding Project Sunlight, please visit our Project Sunlight section.
Drone (Unmanned Aircraft Systems) Safety Policy
This policy establishes the requirements for purchasing and operating drones (Unmanned Aircraft Systems) for Stony Brook University activities. All drone purchases and operations must be reviewed and pre-approved by the Department of Environmental Health & Safety (EH&S) to ensure compliance with FAA regulations and to protect the safety, security, and privacy of the campus community. An Unmanned Aircraft Systems (UAS) Application must be submitted to EH&S. The policy applies to all university-affiliated individuals and departments and governs drone procurement regardless of funding source. All WolfMart requisitions entered must use the Buyer Commodity Code of Unmanned Aerial Vehicles/Drones - STB. Please see the Drone Safety Policy for more information.
Purchases: Qualified Personal Service Contract (QPSC)
QPSC shall mean any contract entered into by a state agency with any private party after August 4, 2008, pursuant to State Finance Law 163, under which: (a) the agency believes that a majority of the costs of the contract are attributable to compensation of the contractor's personnel; and (b) the agency can reasonably anticipate it will incur costs for the compensation of personnel of $1 million or more over any twelve-month period. QPSC's shall include contracts whose primary purpose is evaluation, research and analysis, data processing, computer programming, engineering, environmental assessment, health and mental health services, accounting, auditing, or similar services. A QPSC shall not include any contract for the provision of legal services or any other services used in or in preparation for the conduct of litigation, including any contract with any consultant or expert witness. Please visit this page to view the QPSC policy.
Purchases: Single Source Contract
A subparagraph was added to section 163(10)(b) of NYS Finance Law to limit the use of Single Source procurements to circumstances where a formal competitive process is not feasible and provide that the term of the Single Source Contract shall be only for a period of time until such circumstances are ameliorated. Furthermore, State agencies must document in the Procurement Record why competition is not feasible and publish these reasons on its website within 30 days of awarding a Single Source Contract. Please visit this page to view the Single Source Contract policy.