Helpful Tips & Reminders
- Purchase requests for the 2025-26 fiscal year had to be processed by April 25, 2025!
- As a reminder, please forward all invoices and correspondence to the new Accounts Payable Office email address: accountspayable@oldwestbury.edu
- Reminder: Request for Temporary Assistant Forms for student assistants must be completed prior to their working to ensure prompt and proper payment.
From the Budget Office
Budget Season is (Always) Here!
The new Fiscal Year began July 1st. This years OTPS Budget’s will have a 3% pull back over last year. For inquiries regarding this, please request information from Division V.P.’s/Department Directors/Managers.
Did You Know???
- There is a wealth of information to be found about the College’s Finances and the Budget process on the Budget web page
- On the Budget FAQ page you can find such things as “How is the College Budget prepared?” With the Budget Season in progress, this is very relevant.
- Wondering what OTPS, TS, and PSR, as well as what other acronyms stand for? The “Glossary of Budget terms” is located in the Resources section of Budget web page as well as other useful tools such as, the User Access Request Form and the Confidentiality Agreement Form to name a few.
- Campus Budget Information holds a history of the College’s Finances for the past six years.
- If you don’t find an answer to some questions in the above links, feel free to contact the Budget Office at budget@oldwestbury.edu.
From the Payroll Office
NYS Payroll Online
The NYS Payroll Online System allows you to view and update your employee payroll information. You can view and print current and prior year W-2s, pay stubs, change tax withholdings, add and change direct deposit, and even opt out of receiving a paper pay stub. And since the new service is paperless, you’ll help save money while doing something good for the environment. Go to: www.suny.edu/hrportal or connect.oldwestbury.edu (select the SUNY Portal icon, then click "Human Resources Systems") and click on the NYS Payroll Online icon. Complete the verification process the first time you log in with your nine-digit NYS Employee ID, which is found on your pay stub. Please direct all inquiries to payroll@oldwestbury.edu
Check out Payroll website
From the Accounts Payable Office
Invoice Requirements
The Office of State Comptroller (OSC) has updated the requirements for submitting an invoice. A proper invoice must now contain a purchase order number, if applicable, as provided by the ordering agency. When an invoice does not contain the required information, agencies must reject the invoice and notify the vendor within one business day to resubmit a proper invoice with the necessary information.
Do not delay payments to your vendors. Be sure the purchase order number is listed on the invoice!
As a reminder, please forward all invoices and correspondence to the new office email address: accountspayable@oldwestbury.edu
Visit Accounts Payable website
Jaggaer Considerations
When orders have been received, please remember to create a Receiver so that the invoice can be processed in a timely manner and attach the invoice to your Receiver.
Eleanor Luger
Accounts Payable Assistant
SUNY Old Westbury
223 Store Hill Rd.
Old Westbury, N.Y. 11568
Phone: 516-876-3326
Fax: 516-876-3269
FOR EXPEDITED HANDLING PLEASE SEND INVOICES TO:
ACCOUNTSPAYABLE@OLDWESTBURY.EDU
From the Procurement Office
Jaggaer Considerations
Business Purpose Field in Jaggaer
Latest Campus Internal Control Review Cycle (24-25) confirmed that, while the use of the Business Purpose Field in the Jaggaer Platform continues to increase, there continue to be cases where the field is left blank. We urge all Jaggaer users across Campus to insert at minimum a one or two sentence justification of the related purchase of goods or services. Following this request will help ensure consistent, Campus-wide compliance with New York State Procurement requirements. Furthermore, wider implementation of this guidance will enable Old Westbury to adapt to more advanced technology and a higher level of audit scrutiny resulting from higher expectations on the part of NYS Agencies (SUNY/OSC) as well as accreditation entities such as Middle States.
Senior Finance Leadership wishes to alert the Campus that starting 8/1/25, conformity with the Business Purpose requirement will be monitored, and follow up communications will be issued to Departments that are found to be non-compliant. Thank you for your attention and co-operation.
Receiver Date Field in Jaggaer
While on the subject of Jaggaer and Procurement, we urge all Campus Jaggaer users to be careful to insert the date that the goods/services are actually received in the field “Receiver Date.” This matter arises when the Campus Jaggaer user enters the Receivers area of the platform. Then the user clicks any of the Individual Receiver Listings and the “Receiver Date” field will appear.
Procurement – Basic Considerations
Support for Procurement
For all procurement greater than $2,500, departments are required to maintain documentation to show price reasonableness and vendor selection. This guidance is consistent with OW Policy No. B-10 – Procurement of Goods and Services (see the 1st Row of the Table on p. 3). You should note that this guidance still applies, especially if the purchase was made using a Procurement Card. Please contact AVP for Business Operations, Suzette Foster (3094) or Internal Control Officer Joe Athy (4220) if you have questions.
OW Policy No. B-10 Procurement of Goods and Services
Advance Reminder for Procurement Card Purchases
Please be reminded that the timeline for submission of the Monthly Reporting Package remains at 5 Business Days from receipt of the Card Statement. Any questions may be directed to Procurement Assistant, Sheila Washington (3193).
From the Contracts Office
New Procurement Contracts Manager
Old Westbury has a new Procurement Contracts Manager, Ken Bovasso. Please welcome him to the Campus. Ken can be reached at: bovassok@oldwestbury.edu, 516-876-3194.
- Notification of Contracts/Renewals/Procurements – With the new Procurement Contracts Manager on board, Contracts Management and Procurement have accelerated the Procurement and Contract Review Process to accommodate the needs of the Campus. However, due to the number of Procurement and Contract Review requests, we respectfully remind our requesting department colleagues of Old Westbury’s established practice of 30 days’ notice of contracts/renewals/purchases. Contracts should be submitted to contracts@oldwestbury.edu This includes renewals of prior contracts along with an updated Contract Checklist.
- Going forward, please use the contracts@oldwestbury.edu mailbox address to submit contracts into Business & Finance
- Contract Review. Following this practice will help ensure that your Contract Review Request is routed to the appropriate member of the B&F Purchasing/Contracts Management Team. You will receive an acknowledgement of receipt within one day of your submission.
- To maximize the effectiveness of the Contract Mailbox, we ask that whenever possible, Contract Submissions be
- accompanied by a completed Contract Checklist, and in the case of contracts which are new to Old Westbury, New York State Substitute W-9 Form. These forms can be found in the Procurement Section of the Service Hub portion of Old Westbury’s website. Questions may be directed to: Suzette Foster (x3094 fosters@oldwestbury.edu); Joe Athy (x4220 athyj@oldwestbury.edu); Ken Bovasso (x3194 bovassok@oldwestbury.edu).
From the Internal Controls Office
Your Responsibility for Internal Control
Internal Control is truly the responsibility of every Employee at SUNY Old Westbury! Please see the recently updated portions of the Old Westbury Internal Controls page which provide further explanation of this important topic. These updates consist of:
- President’s Letter on Internal Control;
- Internal Control is Every Employee’s Responsibility; and
- Schedule of Internal Control Reviews.
Should you have any questions, please feel free to contact our Campus Internal Control Officer, Joe Athy, 516-876-4220 athyj@oldwestbury.edu. Check out our Internal Controls website
We welcome comments to the B&F Newsletter. Please email your suggestions to mindyourbusiness@oldwestbury.edu.
Contact Information:
- Accounts Payable Office – Supervisor Open (X3371); Assistant Eleanor Luger (X3326)
- Budget Office – Director Jennifer Jimenez (X3219); Analyst Rick Fan (X4259)
- Payroll Office – Manager Lexi Escobar Sanchez (X3259)
- Procurement Office –Assistants Sheila Washington (X3193) and Virginia Locke (X5679)
- Internal Control Officer – Joseph Athy (X4220) Procurement Contracts Manager – Kenneth Bovasso (3194)
- Assistant. Vice President for Business Operations – Suzette Foster (X3094); Assistant Kelly Martinez (X3167)
- Assistant Vice President and Controller – Serena Chea (X3236); Assistant Kelly Martinez (X3167)