As the university approaches the end of the SUNY fiscal year, please be aware of these important dates for information and transactional deadlines:
- Purchase orders/requisitions: Purchase requisitions for the current fiscal year 2022-23 must be received in the Purchasing Office no later than close of business on Thursday, June 1, 2023, for any/all activity related to 2022-23. This relates to any new orders for goods/services using 2022-23 funding. Please note, all goods/services for these orders should be received by June 30, 2023.
- All confirming orders for goods/services already received or received by June 30, 2023, must be sent to Purchasing no later than close of business on July 18, 2023 for payment using 2022-23 funding.
- P-cards will continue to be active throughout the year-end process, however, the posting of transactions that occur from July 1 to 6, 2023, will be charged to fiscal year 2022-23. The P-card period will end on July 6, 2023. Please be mindful of ordering any items during the July 1 to 6 period as they will indeed post against 2022-23 funds and there is no provision nor opportunity to change the fiscal year in which they are charged.
- All requests for travel or employee reimbursement for any/all travel that ended June 30, 2023 or prior, must be received in the Travel/Finance office no later than COB July 31, 2023 (30 day rule applies) for reimbursement. There is no exception to this date regardless of the funding source of the payment – State, IFR (Income Fund Reimbursable), DIFR (Dormitory Income Fund Reimbursable), SUTRA (State University Tuition Reimbursement Account) or any grant awards.
- All payments to encumbered purchase orders or contracts will be made by close of business of Aug. 15, 2023. Purchasing Office staff will be in communication with departments that currently have outstanding orders to ensure correct delivery of goods/services and that a proper invoice is received. Kindly respond promptly to any requests from their office for information related to outstanding orders as it assists us greatly with year-end closure.
- SUNY FMS (web portal for requisitions/purchase orders/Visa certification) will be unavailable from June 30, 2023 to July 5, 2023 (estimated) for year-end close and processing. We will let you know if any systems are available sooner than expected.
- The Jaggaer system will remain open and requisitions may be entered. Requisitions entered in Jaggaer, after June 1, 2023, will be held for processing beginning after the new fiscal year opens and FMS is available for transactions. We anticipate this to be approximately July5, 2023. Requisitions entered after June 1, 2023 will use FY 23-24 funding.
As always, we appreciate all your help during our year-end close and please be in touch with any questions or concerns by using the following departmental email addresses:
Purchasing@oswego.edu
Travel@oswego.edu
Accountspayable@oswego.edu
Becky Waters
Assistant Vice President for Financial Operations