Campus Procedural Reminders
Dear Colleagues:
As we begin the new academic year, I would like to take this opportunity to remind
you of the following campus procedures:
Work Orders
If you observe a non-urgent maintenance or grounds issue that needs the attention
of Facilities Operations, please submit a work order request via the online work order system. Urgent or emergency maintenance requests can be escalated by contacting Facilities
at ext. 2017. After-hours emergency maintenance should be addressed by contacting the Heating Plant
at ext. 2605.
Safety Concerns
To report unsafe or hazardous conditions on campus, please use the Safety Concern Reporting Form. Emergency situations should be reported directly to University Police (UP) at ext.
2111 or Facilities at ext. 2017.
State Vehicle Requests
Employees must follow the College’s Fleet Vehicle Policy when making a request to use a state vehicle. New drivers will be asked to submit
a LENS form to University Police. Those requesting vans are required to complete a passenger
van driver training course. Please contact UP for additional information. An electronic State Vehicle Request form is available on Etrieve.
Mileage Reimbursement
A personal vehicle should only be used when a rental or state car is not available,
is more cost effective, or is otherwise appropriate for a justifiable reason. Please
use the trip calculator to compare personal and rental car costs.
Mileage reimbursement rates are determined by the IRS and change frequently.
Rates as of July 1, 2026:
- $0.76/mile: When a personal vehicle is authorized and a State fleet vehicle or more cost-effective rental vehicle is not available.
- $0.235/mile: When a State fleet vehicle or more cost-effective rental vehicle is available, but the traveler chooses to use their personal vehicle instead.
NYS Payroll Online (NYSPO)
Through the NYSPO self-service webpage, employees and students can:
- Opt out of paper paystubs or W-2s.
- Change federal or state tax deductions.
- View and print W-2s.
- Enroll in or update direct deposit.
- Update their mailing address.
Use the NYSPO guide to set up your account. If you encounter any issues, visit the Human Resources (HR)
Help Hub in Whitman Hall, room 260, for assistance.
Extra Service Requests
Requests for extra service require a UP8 form to be completed by the employee and
approved prior to any work beginning. All forms are completed electronically in Interview Exchange. Instructions are available here.
Extra Service should only be used for an employee when the work to be performed by
the employee is:
- Performed entirely outside an employee’s normal work day/shift, and
- Substantially different from an individual’s professional work obligation as defined
by the employee’s performance program, and
- Must not interfere with the employee’s regular responsibilities, and
- Must not be performed during the employee’s scheduled lunch break.
In emergent situations, the department should speak to HR to expedite the approval
process. For more information about extra service procedures, please contact HR at
ext. 2107 or hr@farmingdale.edu.
Procurement Reminders
Refer to the purchasing webpage for information about updated protocols and procurements that require pre-approval. Important guidelines to consider include the Procurement Guide by Dollar Threshold, the Expenditure/Reimbursement Guide, and Procuring Accessible Vendors.
Please submit requests for promotional items, such as giveaways, awards, and apparel, in Etrieve.
The purchasing department has developed a recorded presentation, Purchasing Basics, to serve as training for staff who are new to procurement or who need a refresher.
Additionally, a presentation is available to assist staff with entering and approving
requisitions in FMS.
Food and beverage expenditures are subject to the College’s Food and Beverage Policy. Please complete the Food and Beverage Justification Form for the required review and approval.
Technology Purchase Coordination Reminder
To ensure consistency, security, and alignment with organizational standards, all
technology purchases must continue to be coordinated through the Information Technology (IT) department.
Legal Agreements
All non-procurement related agreements should be reviewed by the Office of Legal Affairs. If you have an agreement that needs to be executed, please submit a request via the
Agreement Request Form at least six weeks prior to the date in which the agreement is expected to commence.
IT Service Desk Portal
The IT team provides a centralized Service Desk Portal to support campus-wide IT needs.
This portal enables efficient issue tracking and ensures requests are routed to the
appropriate support teams. Please submit all IT support requests through the Service Desk Portal.
We kindly ask that you follow the above procedures when submitting related requests. Please do not hesitate to reach out to adminfinance@farmingdale.edu with any questions.
Have a great semester!
Gregory O'Connor
Executive Vice President & Chief Financial Officer
