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Transaction Cutoff Dates for Fiscal Year Ending June 30, 2022

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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 Wolfmart Transactions
Type of Transaction Refer Questions To Cutoff Date
Commodities and Services over $50,000*

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

April 21, 2022
Commodities and Services $0-$49,999

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

May 9, 2022
  • Expected delivery date must be no later than June 30, 2022 in order to use 2021/2022 funds.
  • Goods received or services completed on 7/1/2022 or later must be paid with 2022/2023 funds.  NO EXCEPTIONS.
  • *Competitive advertising and solicitation of quotations required.
Cutoff Dates for State-funded Wolfmart Punchout Transactions
Type of Transaction Refer Questions To Cutoff Date
Punchout Transactions- WB Mason, Intivity/Grainger, Fisher, VWR

James Mattern
631-632-6057
james.mattern@stonybrook.edu

June 17, 2022
  • 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).

Cutoff Dates for P-Card Purchases
Type of Transaction Refer Questions To Cutoff Date
P-Card purchases for Fiscal Year 21-22 Gerardina Paduano
631-632-6017
Gerardina.Paduano@stonybrook.edu
July 6, 2022
  • All orders from July 7, 2022 onwards will fall under Fiscal Year 22-23
  • There will be no hold on P-Card purchases

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 27, 2022
Budget Transfer Submission**
Journal Transfer Submission**
Transfer Processing (Excluding Accounting)**
Office of Budget, Financial Planning, & Analysis August 5, 2022
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 9, 2022
  • *Your department's internal cutoff date will be earlier than 5/27/22. Check with your VP coordinator.
  • **Your department's internal cutoff date will be earlier than 8/5/22. 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 8, 2022
Contract Payments* Al DiVenuto
631-632-9838
Alfred.DiVenuto@stonybrook.edu
August 19, 2022
  • *Last date for AP to process Contract invoices for services completed by 6/30/22 

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 22, 2022
Lapsed Procurement Activity*

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

August 26, 2022
  • * Last  date for AP to process PO invoices for goods or services received by 6/30/22 using 21/22 funds
  • All goods and services must be received or completed by 6/30/2022 in order to be paid with 21/22 funds.
  • Goods received and services completed   after  6/30/2022 will be paid with 22/23 funds. NO EXCEPTIONS

Encumbrances

Cutoff Dates for Encumbrances
Type of Transaction Refer Questions To Cutoff Date
Cancellation of Encumbrances by SBU Mary La Corte
631-632-9849
Mary.LaCorte@stonybrook.edu
August 26, 2022
Cancellation of Remaining Encumbrances by SUNY Mary La Corte
631-632-9849
Mary.LaCorte@stonybrook.edu
September 1, 2022

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 29, 2022
Travel Expenses** Gerardina Paduano
631-632-6017
Gerardina.Paduano@stonybrook.edu
July 29, 2022
  • All Travel and Non Travel expenses must be accrued by 6/30/22 in order to be paid with 21/22 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