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
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 11, 2025*
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 25, 2025*
Commodities and Services requisitions between $0 and $49,999.	Jill McCahill 631-632-6046 Jill.Mccahill@stonybrook.edu	May 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
eProcurement Transactions • Wolfmart Punchouts (WB Mason, Intivity/Grainger, Fisher, VWR)	Lynn Meyer 631-632-6019 Lynn.Meyer@stonybrook.edu	June 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
Rollover Identification*	Office of Budget, Financial Planning, & Analysis	May 20, 2025
Budget Transfer Submission Journal Transfer Submission Transfer Processing (Excluding Accounting)**	Office of Budget, Financial Planning, & Analysis	August 4, 2025
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 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
Contract Encumbrance Increases (AC340 transactions)	Mary La Corte 631-632-9849 Mary.LaCorte@stonybrook.edu	August 4, 2025
Contract Payments*	Al DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu	August 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
Invoice Submission to Procurement for Processing	Al DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu	July 25, 2025
Lapsed Procurement Activity*	Al DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu	August 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
Cancellation of Encumbrances by SUNY	Mary La Corte 631-632-9849 Mary.LaCorte@stonybrook.edu	September 5, 2025

Type of Transaction	Refer Questions To	Cutoff Date
Non Travel Expenses*	Al DiVenuto 631-632-9838 Alfred.DiVenuto@stonybrook.edu	July 25, 2025
Travel Expenses**	Gerardina Paduano 631-632-6017 Gerardina.Paduano@stonybrook.edu	July 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