Procurement Office

Purchasing Categories

Guidance on Approved Goods, Services, and How to Buy at Stony Brook University

Procurement by Category

Guidance for Approved Purchasing Methods and Requirements

Purchasing at Stony Brook University is organized by Category to help employees quickly identify approved purchasing methods, required forms, and applicable guidelines. Each Category outlines how to obtain goods or services in compliance with University, New York State, and Research Foundation requirements; supporting efficient, consistent, and responsible Procurement across campus.

Frequently Used Purchasing Categories

Frequently used purchasing categories highlight commonly requested goods and services to support day‑to‑day University operations. These categories help departments quickly identify approved purchasing methods, key requirements, and special considerations, while aligning with University, New York State, and Research Foundation standards. Categories are organized across four (4) main teams:

  • Administrative Services
  • Campus & Research Operations
  • Construction, Trade & Transportation
  • Information Technology & Telecom

This structure supports efficient, consistent, and responsible purchasing for routine University needs. Browse commonly used Purchasing Categories by team using the tabs below.

Frequently Used Purchasing Categories

All advertising requests are managed through the University’s in‑house agency. Requests should be directed to that office by emailing advertising@stonybrook.edu, which serves as the central point of contact for advertising support and coordination. Additional details about branding standards and advertising resources are available at stonybrook.edu/brand.

Effective immediately, New York State Industries for the Disabled (NYSID) is the NYS OGS preferred source for custom printed or embroidered apparel items when using NYS Funds. This means only one quote from NYSID is needed to purchase custom screen printed or embroidered t-shirts, jackets, sweatshirts, pants, and tote bags. This directive follows SUNY Policy 7553  governing the procurements of commodities, services, and printing. NYSID is partnering with Spectrum Designs, located in Port Washington, to fulfill these custom apparel items. Spectrum Designs is an approved vendor to print SBU logos and trademarks. 

Procurement is working with Marketing & Communications, NYSID and NYSID’s partner, Spectrum Designs to build a webstore to make future ordering as quick and simple as possible. Until then, departments should contact NYSID directly to request quotes to be submitted though WolfMart. Our NYSID contacts are Valerie Andreoli (VAndreoli@nysid.org) and Katherine Grill (kgrill@nysid.org).

Please note that due to this SUNY Policy, NYSID must be used when purchasing these products with NYS funds.  Research Foundation funded purchases can be made with any vendor approved to print Stony Brook Trademarks and Logos.

For questions, please email Jessica.Ridge@stonybrook.edu.

The University uses FEDEX for overnight shipping in accordance with NYS OGS contract PS69557.
Please consult the "How to Use This Contract" for setting up your account.  You must reference the contract number in order to obtain discounted pricing. 

You may view, download or print the  document(s) by clicking this link.

Freight bills should be submitted through WolfMart using the Non-Encumbered Payment Form.
  • Questions may be directed to Mary La Corte at mary.lacorte@stonybrook.edu or (631) 632-9849.
  • Questions in regards to payment should be directed to Al DiVenuto at alfred.divenuto@stonybrook.edu or (631) 632-9838
  • Questions in regards to submitting a Non-Encumbered Payment Form should be directed to wolfmart_help@stonybrook.edu or (631) 632-4573

For comprehensive guidance on University merchandising and licensing, including the proper use of Stony Brook trademarks, product review and approval processes, and adherence to the University’s visual identity standards, please visit Merchandising & Licensing.

Catering and Food purchases at Stony Brook University follow specific requirements based on vendor type and funding source, with established guidelines for ordering, approvals, and expenses to support compliant and efficient event planning. For additional details on catering and food purchasing requirements, including approved vendors, required forms, spending limits, and applicable policies, please visit the Catering and Food section.

Furniture purchases at Stony Brook University follow specific requirements based on furniture type and funding source, with established guidelines for ordering, approvals, and related considerations to support compliant and efficient procurement. For additional details on furniture purchasing requirements, including approved suppliers, required forms, spending thresholds, and applicable policies, please visit the Furniture section.

Stony Brook’s sole office supplies partner is W.B. Mason. Procurement has negotiated a multi‑year Contract that provides deep discounts across all office supply categories, including paper, toner, and general office supplies. Under this Contract, W.B. Mason provides free desktop delivery regardless of order size. The W.B. Mason Punchout catalog is available on our WolfMart showcase under the "Office Supplies" category.

For general questions regarding this Contract or the Punchout catalog, please contact Sherrell Cordova in Procurement at (631) 632‑7065.
OR
Contact W.B. Mason Customer Service: 1‑888‑WB‑MASON (1‑888‑926‑2766, ext. 8343) or regina.keker@wbmason.com.


For assistance with product information and special pricing for larger orders, please contact Matthew Conway at 1‑888‑WB‑MASON (1‑888‑926‑2766, ext. 1267) or matthew.conway@wbmason.com.

All radioactive material  & X-ray/ionizing radiation generating device orders require prior approval by the  Environmental Health and Safety Officer (Michelle Kehoe, (631) 402-2175) or designee). Radioactive orders received after 4:00PM will be processed the next business day.

When placing orders related to Radioactive material, the following procedures are required:
  1. Requisition goes to EH&S for RSO approval. Each Requisition must indicate the "inventory" - (on hand and waste) of the isotope/device being ordered and expected delivery date.
  2. Upon EH&S approval, Requisition arrives in Procurement. Order will be placed by an Authorized Buyer.
  3. University personnel are not authorized to call a vendor directly to place or add to an order. If additional materials are needed, a new Requisition must be submitted and the above process followed.
Additional Information

For more details, please visit the EH&S Radiation Safety page.

For information and guidelines surrounding HVAC Services, please contact Alan Zollo:

Email: Alan.Zollo@stonybrook.edu
Phone: (631) 632-9094

OGS Contracts are leveraged for vehicle bids. For information and guidelines surrounding Vehicles, please contact Alan Zollo:

Email: Alan.Zollo@stonybrook.edu
Phone: (631) 632-9094

Accessibility and Cyber Risk Required Reviews

All procurements for software, cloud services, web development, applications, hosted licenses, database subscriptions, and embedded software-enabled hardware (e.g., kiosks), regardless of funding source, must complete the TeamDynamix Accessibility and Cyber Risk Review Form before initiating a requisition in WolfMart.

Departments are expected to initiate required reviews early in the procurement process. Review timelines may take up to 30 days, depending on complexity. These procurements must comply with University, SUNY, and New York State requirements related to accessibility, cybersecurity, and data privacy.

Contacts

  • Accessibility (OEA) Review: Glenn Dausch & Daniel Gutz
  • Cyber Risk (IT InfoSec) Review: Shajada Mamun & Sanjay Kapur
  • WolfMart Support: wolfmart_help@stonybrook.edu

Procurement Requirement

All requisitions for software, cloud services, web development, applications, hosted licenses, database subscriptions, and embedded software-enabled hardware (e.g., kiosks) must be submitted in WolfMart using a Service Request form.

No requisition will be approved unless all required compliance reviews have been completed or formally determined to be not required, and all supporting documentation is in place.

Effective as of September 1, 2025, this SUNY RF policy establishes requirements to ensure that Information Technology (IT) purchased with Research Foundation (RF) funds is reviewed for compatibility with campus information security standards. The policy helps safeguard campus systems from cybersecurity risks while supporting the responsible acquisition of technology needed for sponsored research and other RF activities. See the RF Campus Acquisition of Information Technology Policy.

Contacts

Cyber Risk (Chief Information Security Officer) – Matt Nappi, CISO at matt.nappi@stonybrook.edu

 

Mobile communication equipment may be required by some employees to facilitate the valid business needs of campus departments in fulfilling the University's goals for excellence in education, healthcare, and research. Under no circumstance should employees of Stony Brook University, using Research Foundation or State funds, purchase telephone equipment, supplies, or services at a local cellular service provider store or service center. All requests for equipment, service or user name changes with any wireless service provider must follow this policy.

The Division of Information Technology (DoIT) handles all purchasing and troubleshooting of mobile devices across campus.

Please visit the DoIT website regarding further details on approvals, eligibility, and more here.

Call the (DoIT) Service Desk at (631) 632-9800.