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2025/2026 Lapsing Funds Calendar
State Financial Cutoff Dates Announced for SBU Fiscal Year-End
Year-End Cutoff Dates
Ensure that your state financial transactions are attributed to the correct fiscal year using the cutoff dates for each transaction type. Expenditures must be charged to the fiscal year in which the goods or services are received.
Highlights
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- Orders for goods and services charged to the 2025/2026 fiscal year must be received no later than June 30, 2026.
- Goods received and services completed after June 30, 2026 will be paid with 2026/2027
funds.
|
APRIL - JUNE 2026
|
JUly - SEPTEMBER 2026
|
*There are NO exceptions on cut-off dates.
Transaction Cutoff Dates for Fiscal Year Ending June 30, 2025
All Purchases
| 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
Cutoff Dates for Contracts
| 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
Invoice Processing
Cutoff Dates for Invoice Processing
| 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
| 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 |
Reimbursements
Cutoff Dates for Reimbursement Requisitions
| 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