In response to possible updates in the state budget funding and Stony Brook enrollment projections, the University has updated the hiring and spending hold guidelines and thresholds.  As we continue to assess the financial and enrollment situation, we may extend, adjust or augment this action.

The hiring restrictions apply to all positions across the university except clinical positions directly related to the COVID19 response.  Hospital and LISVH accounts are exempt from the process.

Read the updated vacancy policy guidelines.

Vice-Presidential Areas can directly approve Position Compensation Request (PCR) forms related to:

• • • Budgeted Adjunct requests to cover tenure track faculty vacancies
    • Budgeted Independent Contractors
    • Budgeted critical staff replacements (with policy approval from SET)
    • Budgeted GFT faculty
    • Temp agency positions that are supporting a budgeted vacancy
    • Budgeted OTPS requests over $50,000

Approval from the Senior Executive Team (SET), who will now be meeting quarterly, will be required for:

• • • Policy changes around exceptions
    • Unit-funded new lines
    • Increased duties/Equity reviews/Temp increases/Extra Service/FTE increases, and other salary increases
    • All non-budgeted OTPS requests
    • These monthly SET Review Meetings meetings will take place on the following dates (dates may be subject to change without notice):

• • • • 3/29/24
      • 6/28/24
      • 9/27/24
      • 12/27/24
      • 3/28/25
      • 6/27/25
      • 9/26/25
      • 12/26/25

Approval from the Strategic Budget Executive Team (SBET) will be required on an annual basis for:

• • • Reinvestment of vacated tenure track faculty lines and long-term staffing plans
    • Unfunded/unbudgeted lines
    • OTPS requests for new funding

 

HIRING PROCESS

PCR forms requiring SET approval must be completed in entirety and submitted to hiringhold_exemptionrequests@stonybrook.edu. All requests for exemption should be submitted to this email.

• • • Approval from the area Budget Manager, Dean/Department Head and VP/SVP MUST be indicated upon submission.
    • All requests must be submitted prior to services being rendered. 

All SET requests are due to the hiringhold_exemptionrequests@stonybrook.edu email by COB on the dates listed below (dates may be subject to change without notice):

• • • 1/10/24
    • 1/24/24
    • 2/7/24
    • 2/21/24
    • 3/5/24
    • 3/20/24
    • 4/3/24
    • 4/17/24
    • 5/1/24
    • 5/15/24
    • 5/29/24
    • 6/12/24
    • 6/26/24
    • 7/10/24
    • 8/7/24
    • 8/21/24
    • 9/4/24
    • 9/18/24
    • 10/2/24
    • 10/16/24
    • 10/30/24
    • 11/13/24
    • 11/26/24
    • 12/11/24
    • 1/8/25

EXPENDITURE RESTRICTION PROCESS

All budgeted requests in the amount of $50,000 and above must be approved by the area’s Vice President or designee (requisitions under $50,000 and/or contract renewals, do not require VP approval). Requisitions over $50,000 should be assigned to either the area Vice President or designee in Wolfmart. 

Please see form to be attached to the requisition in Wolfmart. If approved, the area Vice President or designee should approve the requisition in Wolfmart to Procurement.

• • • Any non-budgeted OTPS requests, or exceptions to the process need SET approval
    • Any non-budgeted OTPS requests for new funding require SBET approval

 

NOTIFICATION

The SET representative will notify departments of the approvals/denials.  If the request is approved, the approved form must accompany the relevant recruitment/purchasing paperwork or be scanned and attached to the TMS/WolfMart requisition. Transactions may not be submitted to HR/Procurement until approval is received. Where this is missing the transaction will be returned to the department.

On behalf of all the central administrative offices working on this effort, we appreciate your active and ongoing participation in this critical review process. Together we can work to reduce the financial deficit through strategic decision making around appointments and other budget related transactions.