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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 |
|---|---|---|
| Procurements of Commodities and Services of $75,000 or more. ** (Not on State Contracts) |
Mary La Corte |
April 12, 2024* |
| Commodities and Services requisitions between $50,000 and $74,999. Procurements requiring competitive advertising and solicitation of quotes. |
Linda Santos |
April 26, 2024* |
| Commodities and Services requisitions between $0 and $49,999. |
Jill McCahill |
May 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 |
|---|---|---|
| eProcurement Transactions • Wolfmart Punchouts (WB Mason, Intivity/Grainger, Fisher, VWR) |
Lynn Meyer |
June 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 |
|---|---|---|
| P-Card Purchases | Gerardina Paduano 631-632-6017 Gerardina.Paduano@stonybrook.edu |
July 26, 2024**** |
| Travel Card Transactions | Joanne DeSantis 631-632-4031 Joanne.Desantis@stonybrook.edu |
July 26, 2024**** |
| Net Card Transactions | Joanne DeSantis 631-632-4031 Joanne.Desantis@stonybrook.edu |
July 26, 2024**** |
**** Transaction Post Date on Cardholder Statement
VP Submissions
Cutoff Dates for VP-related Submissions
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Rollover Identification* | Office of Budget, Financial Planning, & Analysis | May 21, 2024 |
| Budget Transfer Submission** Journal Transfer Submission** Transfer Processing (Excluding Accounting)** |
Office of Budget, Financial Planning, & Analysis | August 2, 2024 |
| Budget Transfer Submission (All funds other than State) Journal Transfer Submission (All funds other than State) Transfer Processing (Excluding Accounting, all funds other than State) |
Office of Budget, Financial Planning, & Analysis | September 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 |
|---|---|---|
| Contract Encumbrance Increases (AC340 transactions) | Mary La Corte 631-632-9849 Mary.LaCorte@stonybrook.edu |
August 2, 2024 |
| Contract Payments* | Al DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu |
August 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 |
|---|---|---|
| Invoice Submission to Procurement for Processing |
Al DiVenuto |
July 26, 2024 |
| Lapsed Procurement Activity* |
Al DiVenuto |
August 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 |
|---|---|---|
| Cancellation of Encumbrances by SUNY | Mary La Corte 631-632-9849 Mary.LaCorte@stonybrook.edu |
September 6, 2024 |
Reimbursements
Cutoff Dates for Reimbursement Requisitions
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Non Travel Expenses* | Al DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu |
July 26, 2024 |
| Travel Expenses** | Gerardina Paduano 631-632-6017 Gerardina.Paduano@stonybrook.edu |
July 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