New York State Fiscal Year End
Due to the New York State Fiscal year-end (March 31st), you will not be able to create requisitions in the SUNY Financial System on Monday, March 24th. We anticipate that you can resume on Tuesday, March 25th. Please keep in mind that although you can resume creating requisitions on March 25th, the Office of the State Comptroller will not transmit payment until after April 1st. Therefore, in order for a vendor to be paid before April 1st, the Accounts Payable Department must have an approved requisition, purchase order and valid invoice for payment no later than Wednesday, March 19th.
Business System Available
The BU Business System (BUBS) and Business Intelligence (BI) are now active and operational. For additional information, system sign-on links, etc., please access the Business System "Portal" at http://www.binghamton.edu/business-office/ If you have any questions, please contact the Business Office or Human Resources.
Business System Conversion July 1st
June 30th marks the end of SUNY's 12-13 fiscal year and the campus conversion off the Oracle Financial System to the new SUNY/Binghamton University Business System (BUBS). As of July 1st, Oracle should only be used for inquiry on history and your related access will be updated accordingly.
On July 1st, BUBS will be offline to run the required startup for the new 13-14 fiscal year. This involves coordination with the Division of the Budget, the Office of the State Comptroller and SUNY Central. We anticipate 13-14 funding will become available for campus utilization no later than July 15th.
In the meantime, requisitions and purchase orders cannot be created. As previously advised, if you need to make purchases using new-year funds, you must:
Use your procurement card (P-card).
For any items over $2500, you can contact the Purchasing Department for assistance. With the proper documentation, Purchasing could issue a purchase order or place it on their P-Card. The department would need to scan or fax the documentation/quotes and identify the funding source for the P-Card transfer and email/fax them to Purchasing.
If the P-Card is unacceptable to the vendor, a hard copy (hand typed) purchase order could be generated and sent out. The department, upon system availability then would need to input the requisition with the assigned purchase order number indicated in the body of the requisition and marked confirming.
We will notify you as soon as the BUBS system becomes available for 13-14.
Please remember that no invoices can be processed for payment without an accompanying short form receipt created in the Binghamton University Business System. Please click here for further instructions on how to create a short form receipt.
Personal Reimbursement/Fellowship Payment Changes
Effective July 1, 2013 a purchase order is no longer needed in order to reimburse an employee/non-employee. Examples of this type of payments are: fellowship payments, personal reimbursements, hosting, moving expense reimbursements and book stipends. If there are any questions on these new procedures, please call 7-6100 for help.
Can't find the vendor you're looking for and aren't sure if the vendor is already an approved vendor in the NYS System? Click here to send an e-mail query to the supplier listserv. You need to have the vendor's Tax ID number in order for the query to be completed.
Changes to Vendor Procedures
Due to the Statewide Financial System implemented by New York State, there are changes to the vendor procedures. Please allow a minimum of 72 hours after you request a supplier to be added. Click here to set up a supplier. You will need to provide the following information:Supplier Name
If adding a business: Substitute W-9 form is needed. If adding an individual: please provide a reason why (ex: guest speaker, interview candidate, etc).
NYS now accepts or rejects suppliers before they are added to the Binghamton University Business System.
Once NYS accepts the vendor, we can no longer make changes to their information. It is now vendor responsibility to add/update information in the NYS vendrep system. The link that can be provided to them is: http://www.osc.state.ny.us/vendor_management/
Last Updated: 3/13/14