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23/24 Lapsing Funds Calendar

 





Transaction Cutoff Dates for Fiscal Year Ending June 30, 2024

ON THIS PAGE:

All transactions must be received by the business offices by the cutoff dates. There are NO exceptions on cutoff dates.

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
631-632-9849
Mary.LaCorte@stonybrook.edu

April 12, 2024*
Commodities and Services requisitions between
$50,000 and $74,999. Procurements requiring
competitive advertising and solicitation of quotes.

Linda Santos
631-632-6068
Linda.Santos@stonybrook.edu

April 26, 2024*
Commodities and Services requisitions between $0
and $49,999.

Jill McCahill
631-632-6046
Jill.Mccahill@stonybrook.edu

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
631-632-6019
Lynn.Meyer@stonybrook.edu

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.
 
Contracts
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
631-632-9838
Alfred.DiVenuto@stonybrook.edu

July 26, 2024
Lapsed Procurement Activity*

Al DiVenuto
631-632-9838
Alfred.DiVenuto@stonybrook.edu

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
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