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23/24 Lapsing Funds Calendar
Transaction Cutoff Dates for Fiscal Year Ending June 30, 2024
All transactions must be received by the business offices by the cutoff dates. There are NO exceptions on cutoff dates.ON THIS PAGE:
All Purchases
Cutoff Dates for State-funded Purchases
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Type of TransactionProcurements of Commodities and Services of $75,000 or more. ** (Not on State Contracts) | Refer Questions To
Mary La Corte |
Cutoff DateApril 12, 2024* |
| Type of TransactionCommodities and Services requisitions between $50,000 and $74,999. Procurements requiring competitive advertising and solicitation of quotes. |
Refer Questions To
Linda Santos |
Cutoff DateApril 26, 2024* |
| Type of TransactionCommodities and Services requisitions between $0 and $49,999. |
Refer Questions To
Jill McCahill |
Cutoff DateMay 31, 2024* |
- Expected delivery date must be no later than June 30, 2024 in order to use 2023/2024 funds.
- Goods received or services completed on 7/1/2024 or later must be paid with 2024/2025 funds. NO EXCEPTIONS.
- Competitve advertising and solicitation of quotations required.
* To ensure orders are charged to the 2023-2024 fiscal year, you must receive your
goods or services no later than June 30, 2024
** OSC has 75 days to review all orders of $75K or more
Cutoff Dates for State-funded eProcurement Transactions
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Type of TransactioneProcurement Transactions • Wolfmart Punchouts (WB Mason, Intivity/Grainger, Fisher, VWR) |
Refer Questions To
Lynn Meyer |
Cutoff DateJune 21, 2024*** |
- Punchouts will remain open, but all reqs will go into a State Hold folder following this cutoff and we will reject those that cannot be delivered within two days (e.g. computer equipment).
*** eProcurement orders need to be received by June 30, 2024
Cutoff Dates for State-funded Credit Card Transactions
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Type of TransactionP-Card Purchases | Refer Questions ToGerardina Paduano 631-632-6017 Gerardina.Paduano@stonybrook.edu |
Cutoff DateJuly 26, 2024**** |
| Type of TransactionTravel Card Transactions | Refer Questions ToJoanne DeSantis 631-632-4031 Joanne.Desantis@stonybrook.edu |
Cutoff DateJuly 26, 2024**** |
| Type of TransactionNet Card Transactions | Refer Questions ToJoanne DeSantis 631-632-4031 Joanne.Desantis@stonybrook.edu |
Cutoff DateJuly 26, 2024**** |
**** Transaction Post Date on Cardholder Statement
VP Submissions
Cutoff Dates for VP-related Submissions
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Type of TransactionRollover Identification* | Refer Questions ToOffice of Budget, Financial Planning, & Analysis | Cutoff DateMay 21, 2024 |
| Type of TransactionBudget Transfer Submission** Journal Transfer Submission** Transfer Processing (Excluding Accounting)** |
Refer Questions ToOffice of Budget, Financial Planning, & Analysis | Cutoff DateAugust 2, 2024 |
| Type of TransactionBudget Transfer Submission (All funds other than State) Journal Transfer Submission (All funds other than State) Transfer Processing (Excluding Accounting, all funds other than State) |
Refer Questions ToOffice of Budget, Financial Planning, & Analysis | Cutoff DateSeptember 6, 2024 |
*Your department's internal cutoff date will be earlier than 5/21/24. Check with your
VP coordinator.
**Your department's internal cutoff date will be earlier than 8/2/24. Check with your
VP coordinator.
Cutoff Dates for Contracts
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Type of TransactionContract Encumbrance Increases (AC340 transactions) | Refer Questions ToMary La Corte 631-632-9849 Mary.LaCorte@stonybrook.edu |
Cutoff DateAugust 2, 2024 |
| Type of TransactionContract Payments* | Refer Questions ToAl DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu |
Cutoff DateAugust 23, 2024 |
*Last date for AP to process Contract invoices for services completed by 6/30/24
Invoice Processing
Cutoff Dates for Invoice Processing
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Type of TransactionInvoice Submission to Procurement for Processing | Refer Questions To
Al DiVenuto |
Cutoff DateJuly 26, 2024 |
| Type of TransactionLapsed Procurement Activity* | Refer Questions To
Al DiVenuto |
Cutoff DateAugust 23, 2024 |
-
All goods and services must be received or completed by 6/30/2024 in order to be paid with 23/24 funds.
-
Goods received and services completed after 6/30/2024 will be paid with 24/25 funds. NO EXCEPTIONS
*Last date for AP to process PO invoices for goods or services received by 6/30/24
using 23/24 funds
Encumbrances
Cutoff Dates for Encumbrances
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Type of TransactionCancellation of Encumbrances by SUNY | Refer Questions ToMary La Corte 631-632-9849 Mary.LaCorte@stonybrook.edu |
Cutoff DateSeptember 6, 2024 |
Reimbursements
Cutoff Dates for Reimbursement Requisitions
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Type of TransactionNon Travel Expenses* | Refer Questions ToAl DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu |
Cutoff DateJuly 26, 2024 |
| Type of TransactionTravel Expenses** | Refer Questions ToGerardina Paduano 631-632-6017 Gerardina.Paduano@stonybrook.edu |
Cutoff DateJuly 26, 2024 |
-
All Travel and Non Travel expenses must be accrued by 6/30/24 in order to be paid with 23/24 funds.
*Last day to submit all Non Travel reimbursable expenses to Procurement for processing
**Last day to submit all Employee Travel reimbursable expenses in Concur and all Non-Employee
Travel reimbursable expenses to Procurement for processing