State Financial Transaction Cutoff Dates for Fiscal Year Ending June 30, 2024

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All transactions must be received by the business offices by the cutoff dates.

All Purchases**

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Cutoff Dates for State-funded ShopBlue and eReq Transactions
Type of Transaction Refer Questions To Cutoff Date

Commodities and Services over $50,000 - Not on State contract

Procurement staff by commodity

Procurement Buying Teams

716-645-4500

May 15, 2024

Commodities and Services over $50,000 - State contract

May 17, 2024

Commodities and Services $0-$49,999

May 17, 2023
  • ShopBlue punchout vendors only (Staples, Grainger, Fisher, VWR) delivery must be within two days. After 6/25/24 punchoutout vendors will remain open but all reqs will go into a State Hold folder and orders that can't be devliered w/in two days will be rejected.
  • For ShopBlue payment requests and eReq Confirming Receiving orders processed between June 1-June 30, 2024, enter a note on the transaction requesting the transaction be charged to the 2023/2024 fiscal year.
  • To help ensure ShopBlue Payment Request and eReq Confirming Received  orders are charged to the 2023-2024 fiscal year, we strongly encourage submitting these requisitions no later than 6/17/24.
  • All ShopBlue Payment Request and eReq Confirming Received orders must follow the guidelines posted online at the University's Administrative Services Gateway.
Cutoff Dates for State-funded eProcurement Transactions
Type of Transaction Refer Questions To Cutoff Date

eProcurement TransactionsʉۢFedEx, VWR, Fisher Scientific, WexFuel & Advo Medical Svcs. and Airgas

Valerie Dennis
UBConsolidatedbilling@Buffalo.edu
716-645-2604
June 15, 2024
  • eProcurement transactions need to be ordered and shipped by 6/17/24
Cutoff Dates for State-funded Procurement Card Transactions
Type of Transaction Refer Questions To Cutoff Date
PCard Purchases - (Transaction Post Date on Cardholder Statement) Valerie Dennis
UBS-statePcard@buffalo.edu
716-645-2604

July 5, 2024

 

PCard Reconciliation - All PCard billing cycles up to and including the June 2024 cycle must be reconciled and certified.
July 26, 2024

Budget Revisions

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Cutoff Dates for State Budget Revisions
Type of Transaction Refer Questions To Cutoff Date
Budget Revisions

Molly Davis mm576@buffalo.edu

716-645-2004

June 21, 2024

Internal Service Units

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Cutoff Dates for State Internal Service Units
Type of Transaction Refer Questions To Cutoff Date

University Facilities

Suzanne Gentz
sgentz@buffalo.edu
716-645-1527
May 1, 2024

VP-CIO

Karen Mitchell
ks2@buffalo.edu
716-645-2666
June 14, 2024

University Print Services

Pamela Hyman
pamelaza@buffalo.edu
716-829-2930
June 14, 2024

Campus Mail Services

Mike Koziej
koziej@buffalo.edu
716-645-0289
June 14, 2024

Revenue Transfers

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Cutoff Dates for State Revenue Transfers
Type of Transaction Refer Questions To Cutoff Date
Revenue Transfers
Leah Kerr
rev-transfer@buffalo.edu
716-645-0232
July 1, 2024

Reimbursement Requests **

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Cutoff Dates for State Reimbursement Requests
Type of Transaction Refer Questions To Cut-Off Date

Travel Reimbursements

Mary Ellen Mitchell
memcdole@buffalo.edu
716-645-4535
July 1, 2024
  • For travel beginning June 2024 and ending July 2024 please indicate budget year to be charged on the travel voucher.

Personal Reimbursements**

Karen Buchheit
kmb36@buffalo.edu
716-645-4528
July 1, 2024
  • Concur submissions should be approved by the Cost Approver and in the Processor stage.

Accounts Payable **

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Cutoff Dates for State Accounts Payables
Type of Transaction Refer Questions To Cutoff Date
All receivers over $5,000 use web receiver system Annette Saraceno
als38@buffalo.edu
716-645-4514
July 8, 2024
Invoices July 8, 2024
Receivers assoiciated with ShopBlue Orders 2024 July 8, 2024
  • When creating a receiver in ShopBlue, the Receiver Date will default to the current date. PLEASE, if necessary, change the date to the actual date the item or services were received. Expenditures associated with merchandise received or services rendered after 6/30/2024 must be charged to 2024-25 fiscal year. 

Expenditure Transfer Requests

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Cutoff Dates for State Expenditure Transfer Requests
Type of Transaction Refer Questions To Cutoff Date

Personal Service and Temporary Service

Hazel Pasco
hjpasco@buffalo.edu
716-645-2004
July 12, 2024

Other Than Personal Service (OTPS)

Molly McCarthy
hjpasco@buffalo.edu
716-645-2606
July 12, 2024

** As per OSC's Guide to Financial Operations, expenditures associated with merchandise received/services rendered prior to 7/1/24 must be charged to the 2023-24 fiscal year.  

Expenditures associated with merchandise received/services rendered after 6/30/24 must be charged to the 2024-25 fiscal year. This guideline will be strictly enforced.

How to Manage Invoices Received after the 2023-24 Encumbrance Liquidation

A mass liquidation of all 2023-2024 encumbrances is scheduled on or about August 1, 2024.  For guidance related to processing 2023-2024 invoices after the encumbrance has been liquidated please refer to the below document.