As the campus 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 FY 2023-24 must be input into Jaggaer no later than close of business on Wednesday, May 15, 2024 for any/all activity related to 2023-24. This relates to any new orders for goods/services using 2023-24 funding. Please note, all goods/services for these orders should be received by June 30, 2024.
- All payment requests for goods/services must be placed by May 15 to use 2023-2024 funding. The goods/services must be already received or will be received by June 30, 2024. Please make sure all payment requests are sent to Purchasing no later than close of business on July 6 for payment using 2023-24 funding.
- In an effort to maximize fiscal savings, P-cards will be turned off on Wednesday, May 15, 2024 and will remain off until July 8, 2024, the start of the new fiscal year 24-25 and the beginning of a new billing cycle for the p-cards. Please note that If you have any recurring charges or charges that you expect to happen for previously ordered goods after May 15, please contact the Purchasing Department, who will work with individual cardholders to be certain their cards have sufficient credit limits to allow those purchases to go through. This will only be allowed for charges that happen on a regular basis or items that were previously ordered and not shipped as of May 15. Additionally, if you have any special circumstances, please contact the Purchasing office for guidance.
- All requests for travel or reimbursement for any/all travel that ended June 30 or prior must be received by the Travel/Finance office no later than close of business on July 31, 2024 (the 30-day rule applies) for reimbursement. There is no exception to this date regardless of the funding source of the payment – State, IFR, DIFR, SUTRA or grant awards.
- All payments to encumbered purchase orders or contracts will be made by close of business on August 15, 2024. 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 the office for information related to outstanding orders as it assists us greatly with year-end closure.
- SUNY FMS (Visa certification) will be unavailable from June 28 to July 8, 2024 (estimated) for year-end close and processing. The Purchasing Office will let you know if any systems are available sooner than expected.
- Jaggaer will remain open and requisitions can be entered. Requisitions entered in Jaggaer after May 15 will be held for processing beginning after the new fiscal year opens and FMS is available for transactions. Purchasing will contact you to discuss next steps. We anticipate this to be approximately July 8.
As always, the staff appreciates all your help during year-end close and please be in touch with any questions or concerns by using the appropriate departmental email address below:
Becky Waters
Assistant Vice President for Financial Operations