[Important Information for Employees] Spending Restrictions Lifted - Effective Immediately

[Administration & Finance]

SENT ON BEHALF OF JOSEE LAROCHELLE, VICE PRESIDENT FOR ADMINISTRATION AND
FINANCE



Campus Community:



I am writing to share good news regarding the campus spending program.



Spending  and hiring restrictions are lifted effective immediately. It is
imperative that all expenditures stay within existing budgets.  Departments
with concerns should contact Budget and Financial Reporting Services. While
there will be some changes differing from our practices prior to COVID-19,
this is an important next step in our continued return to normal
operations.



While the news I am sharing is a positive reflection of our collective
efforts over the past 18 months, it is important to note that SUNY Systems
Administration has stated that the need for spending constraints will be
re-evaluated at the end of the fFall sSemester and could be reinstated in
the future.



I thank you for your efforts during this challenging time and your
continued commitment to the mission of the College and the students we
serve.



 Further details are outlined below.



Hiring & Salary Restrictions

Pre-Recruitment Forms will no longer be a required part of the search
process and will not need cabinet approval.  A classification review
<https://drive.google.com/file/d/1Uv_k4i4JePWsnBCGADD8g1YsqHx5w17h/view>
will still be conducted by Human Resource Services prior to recruitment,
but this will happen within the current Authorization to Recruit (ATR)
approval process in the online recruitment system.



Student Temp Service Appointment Forms will no longer need a signature from
Human Resource Services verifying cabinet approval.  These forms are
currently being updated to remove this signature line.  Forms can be sent
directly to Payroll Services once completed by the student and supervisor.



Reappointments will no longer require justification of their criticality.
CP-3 Reappointment forms can be processed to Human Resource Services with a
Vice-President signature, following the same process prior to March 2020.



Requests for Salary Increases and Promotion will continue to be reviewed by
Human Resource Services (to ensure it meets the SUNY job specifications of
the requested budget title and that the salary is appropriate in comparison
to the same budget title/grade on campus and at the other SUNY
comprehensive campuses) and Budget and Financial Reporting Services (to
ensure the funding source has been identified).



Travel

   -

   All restrictions on travel within the United States are lifted.
   International travel outside of Canada remains restricted.
   -

   Limits on NET and Travel Cards will be lifted.  Further details about
   this will be shared with cardholders next week.



Procurement Updates

   -

   Purchase requisitions will no longer require additional justification.
   An updated purchase requisition is available
   <https://drive.google.com/file/d/1EYi9GkUrcLV7nmpy6EvxRBUebBNyKYtW/view?usp=sharing>
   and should be used for all future purchases.
   -

   The additional restrictions on use of state funds for certain
   expenditures are lifted.  Please see the updated State Expenditure
   Guidelines
   <https://drive.google.com/file/d/1Y8CUrMSbJdM1PwfR5b6UBmMXOFNWNAbk/view?usp=sharing>
   for more information.
   -

   Approval by the Vice President for Administration and Finance is no
   longer required for purchases under $50,000.00.  Other approvals will be
   restored to pre-COVID levels:
   -

      Purchases valued at $5,000 or less require approval of the Department
      Chairperson or Director*
      -

      Purchases valued between $5,000.01 and $10,000.00 also require
      approval of the Dean or designee*
      -

      Purchases valued at $10,000 or more also require the approval of the
      Divisional Vice President or designee.
      -

   Completed purchase requisitions should be sent to
   purchasing at plattsburgh.edu rather than adminandfinance at plattsburgh.edu.



*Vice Presidents and Deans may require additional approvals for their
divisions/schools above these levels.



eProcurement

Over the course of the past nine months, our Purchasing and Accounts
Payable Team have been working diligently on the implementation of Jaggaer,
an eProcurement System currently used by seven other SUNY Campuses.



This system will replace our current process and will provide a modern
shopping experience that will allow users to find items they need from
vendors in one place.  Once complete, the system will automatically route
requisitions for applicable approvals and send it to the vendor to complete
the order, making our procurement process more efficient.



Implementation of this system will begin next month.  Further details about
our implementation will be shared soon.



Procurement Cards

With the implementation of the new eProcurement System next month,
Procurement Cards will remain restricted.   Commonly used office supplies
will continue to be made available through the Supplies to Go Program at
the warehouse for the time being.



Your patience is appreciated as we transition from our current process to
the new eProcurement System.



Josee

*ADMINISTRATION AND FINANCE*
Kehoe Building

101 Broad Street

Plattsburgh, NY 12901
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