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Review the year-end cutoff dates for state financial transactions for the fiscal year ending on June 30, 2025. 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 14, 2025 | ||
Commodities and Services over $50,000 - State contract | May 16, 2025 | |||
Commodities and Services $0-$49,999 | May 16, 2025 | |||
| ||||
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
eProcurement Transactions •FedEx, VWR, Fisher Scientific, Advo Waste Medical Svcs. and Airgas | Valerie Dennis UBConsolidatedbilling@Buffalo.edu 716-645-2604 | June 20, 2025 |
| ||
| 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 7, 2025
|
| PCard Reconciliation - All PCard billing cycles up to and including the June 2024 cycle must be reconciled and certified. | July 25, 2025 |
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Budget Revisions/Allocation Transfers | Molly Davis mm576@buffalo.edu 716-645-2004 | June 20, 2025 |
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
University Facilities | Suzanne Gentz sgentz@buffalo.edu 716-645-1527 | May 1, 2025 |
VP-CIO | Karen Mitchell ks2@buffalo.edu 716-645-2666 | June 13, 2025 |
University Print Services | Pamela Hyman pamelaza@buffalo.edu 716-829-2930 | June 13, 2025 |
Campus Mail Services | Justine Wheeler campusmail@buffalo.edu 716-645-7459 | June 13, 2025 |
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| Revenue Transfers | Leah Kerr rev-transfer@buffalo.edu 716-645-0232 | July 1, 2025 |
| Type of Transaction | Refer Questions To | Cut-Off Date |
|---|---|---|
Travel Reimbursements | Mary Ellen Mitchell memcdole@buffalo.edu 716-645-4535 | July 1, 2025 |
| ||
Personal Reimbursements** | Karen Buchheit kmb36@buffalo.edu 716-645-4528 | July 1, 2025 |
| ||
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
| All receivers over $5,000 use web receiver system | Leanne Martin lmartin7@buffalo.edu 716-645-2651 | July 7, 2025 |
| Invoices | July 7, 2025 | |
| Receivers assoiciated with ShopBlue Orders 2025 | July 7, 2025 | |
| ||
| Type of Transaction | Refer Questions To | Cutoff Date |
|---|---|---|
Personal Service and Temporary Service | Hazel Pasco hjpasco@buffalo.edu 716-645-2645 | July 11, 2025 |
Other Than Personal Service (OTPS) | Hazel Pasco hjpasco@buffalo.edu 716-645-2645 | July 11, 2025 |
** As per OSC's Guide to Financial Operations, expenditures associated with merchandise received/services rendered prior to 7/1/25 must be charged to the 2024-25 fiscal year.
Expenditures associated with merchandise received/services rendered after 6/30/25 must be charged to the 2025-26 fiscal year. This guideline will be strictly enforced.
A mass liquidation of all 2024-25 encumbrances is scheduled on or about August 1, 2025. For guidance related to processing 2024-2025 invoices after the encumbrance has been liquidated please refer to the below document.
Fiscal year 2024-25 encumbrances on contracts will be liquidated at fiscal year-end. Refer to the guidance document for best practices and instructions for checking your contract balances in SIRI.