2024/2025 Lapsing Funds Calendar

Transaction Cutoff Dates for Fiscal Year Ending June 30, 2025

All Purchases

VP Submissions

Contracts

Invoice Processing

Encumbrances

Reimbursements

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
Type of TransactionProcurements of Commodities and Services of $75,000 or more. (Not on State Contracts) **	Refer Questions To Mary La Corte 631-632-9849 Mary.LaCorte@stonybrook.edu	Cutoff DateApril 11, 2025*
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 631-632-6068 Linda.Santos@stonybrook.edu	Cutoff DateApril 25, 2025*
Type of TransactionCommodities and Services requisitions between $0 and $49,999.	Refer Questions To Jill McCahill 631-632-6046 Jill.Mccahill@stonybrook.edu	Cutoff DateMay 30, 2025*

Expected delivery date must be no later than 6/30/2025 in order to use 2024/2025 funds.
Goods received or services completed on 7/1/2025 or later must be paid with 2025/2026 funds. NO EXCEPTIONS.
Competitve advertising and solicitation of quotations required.

* To ensure orders are charged to the 2024/2025 fiscal year, you must receive your goods or services no later than 6/30/2025
** 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 Transaction eProcurement Transactions • Wolfmart Punchouts (WB Mason, Intivity/Grainger, Fisher, VWR)	Refer Questions To Lynn Meyer 631-632-6019 Lynn.Meyer@stonybrook.edu	Cutoff DateJune 24, 2025*

Punchouts will remain open, but all reqs will go into a State Hold folder following this cutoff and departments will be contacted to confirm if they want the reqs moved to Fiscal Year 2025/2026.

*eProcurement orders need to be received by 6/30/2025

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 20, 2025
Type of TransactionBudget Transfer Submission Journal Transfer Submission Transfer Processing (Excluding Accounting)**	Refer Questions ToOffice of Budget, Financial Planning, & Analysis	Cutoff DateAugust 4, 2025
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 5, 2025

*Your department's internal cutoff date will be earlier than 5/20/2025. Check with your VP coordinator.

**Your department's internal cutoff date will be earlier than 8/4/2025. Check with your VP coordinator.

Contracts

Invoice Processing

Cutoff Dates for Contracts

Cutoff Dates for Invoice Processing

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 4, 2025
Type of TransactionContract Payments*	Refer Questions ToAl DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu	Cutoff DateAugust 22, 2025

*Last date for AP to process Contract invoices for services completed by 6/30/2025

Type of Transaction	Refer Questions To	Cutoff Date
Type of TransactionInvoice Submission to Procurement for Processing	Refer Questions ToAl DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu	Cutoff DateJuly 25, 2025
Type of TransactionLapsed Procurement Activity*	Refer Questions ToAl DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu	Cutoff DateAugust 22, 2025

All goods and services must be received or completed by 6/30/2025 in order to be paid with 2024/2025 funds.
Goods received and services completed after 6/30/2025 will be paid with 2025/2026 funds. NO EXCEPTIONS

*Last date for AP to process PO invoices for goods or services received by 6/30/2025 using 2024/2025 funds

Encumbrances
Cutoff Dates for Encumbrances

Reimbursements
Cutoff Dates for Reimbursement Requisitions

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 5, 2025

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 25, 2025
Type of TransactionTravel Expenses**	Refer Questions ToGerardina Paduano 631-632-6017 Gerardina.Paduano@stonybrook.edu	Cutoff DateJuly 25, 2025

All Travel and Non Travel expenses must be accrued by 6/30/2025 in order to be paid with 2024/2025 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