University at Buffalo (UB) 
Administrative Services Gateway
Administrative Services GatewayBuilding partnerships through collaboration
Administrative Services GatewayReview the year-end cutoff dates for state financial transactions for the fiscal year ending on June 30, 2024. Affected transactions include all purchases, budget revisions, internal service units, revenue transfers, reimbursements, accounts payable, and expenditure transfers.
All transactions must be received by the business offices by the cutoff dates.
| 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 | May 15, 2024 | ||
Commodities and Services over $50,000 - State contract | May 17, 2024 | |||
Commodities and Services $0-$49,999 | May 17, 2024 | |||
| ||||
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
eProcurement Transactions •FedEx, VWR, Fisher Scientific, WexFuel card & Advo Medical Svcs. and Airgas | Valerie Dennis UBConsolidatedbilling@Buffalo.edu 716-645-2604 | June 15, 2024 |
| ||
| 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 |
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Budget Revisions | Molly Davis mm576@buffalo.edu 716-645-2004 | June 21, 2024 |
| 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 |
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Revenue Transfers | Leah Kerr rev-transfer@buffalo.edu 716-645-0232 | July 1, 2024 |
| Type of Transaction | Refer Questions To | Cut-Off Date |
|---|---|---|
Travel Reimbursements | Mary Ellen Mitchell memcdole@buffalo.edu 716-645-4535 | July 1, 2024 |
| ||
Personal Reimbursements** | Karen Buchheit kmb36@buffalo.edu 716-645-4528 | July 1, 2024 |
| ||
| 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 | |
| ||
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
Personal Service and Temporary Service | Hazel Pasco hjpasco@buffalo.edu 716-645-2645 | July 12, 2024 |
Other Than Personal Service (OTPS) | Hazel Pasco hjpasco@buffalo.edu 716-645-2645 | 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.
A mass liquidation of all 2023-24 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.