Business System Portal

See below and attached regarding year-end dates for the Business Office. Excel Calendar

Purchasing

June 25 - The Purchasing Office will accept Approved requisitions up until noon on June 25 in order to be charged against 19-20 FY funding. Any requisition received after this date and time will be rejected. Plan accordingly.

SUNY Administration has informed us that new year (20-21) requisitions will not be ready for creation until sometime during mid-July.  We ask that you use your p-card for purchases during that time period, or until requisitions are available for creation. If you need assistance, call the Purchasing Office at 7-2184 for alternative purchasing methods. 

19-20 requisitions will begin with a numbering scheme of 3xxxxx and purchase orders will begin with a numbering scheme of 1xxxxx.

P-Card

All charges made through July 6 will be charged to current (19-20) FY funding. To avoid issues with transactions settling a couple days after purchase date, try to make all transactions using current (19-20) funding before July 2.

  

A/P and Travel

August 6 - The Business Office will accept invoices and personal/travel reimbursements to be paid with current fiscal year (19-20) funding until Thursday, Aug. 6, 2020, for processing. Remember, if the items sent for processing are incomplete or in need of further justification or receipts, they will not be guaranteed to be processed with your 19-20 funds. Take a few moments to review any open encumbrances in your funding account(s) to ensure any open POs have been invoiced by the vendor and, if necessary, contact these vendors for invoices so they can be processed with your 19-20 fiscal funding. Any questions, feel free to contact Rose Hassett at 607-777-4660 or rhassett@binghamton.edu.

Budget

June 24 – Deadline to submit fiscal year 2019-20 one-time allocation transfer requests

June 30 – All 2019-20 U-Wide program allocations must be spent and/or encumbered; funds can be disbursed until the end of the lapsing period 

July 1 – Deadline to submit fiscal year 2019-20 State allocation distributions by account and budget object 

Revenue Accounting

June 19 - The Accounting Office will accept the following transfer requests until COB Friday, June 19:

  • Intra-agency transfers (between our campus and another SUNY campus)
  • Inter-agency transfers (between our campus and another state agency)

June 23  - The Accounting Office will accept all other balance transfer requests until COB Tuesday, June 23.

Submit all transfer requests to revenue@binghamton.edu

Expenditure Transfers

Aug. 21 - Expenditure Transfers can be processed until Friday, Aug. 21. Expenditure Transfers done to current year (2019-20) after June 30 should include “Lapsed” on the Fiscal Year line. The Expenditure Transfer form can be found at https://www.binghamton.edu/offices/accounting/transfer.html. Contact Scott Hatch in Accounting with any questions at 607-777-2099.

Student Accounts

June 12  - The Student Accounts Office will accept completed Expense Transfer Authorization forms until Friday, June 12. Any outstanding invoices from Student Accounts that need to be paid with 2019-20 fiscal year funding must have a completed Expense Transfer Authorization form submitted to Student Accounts by Friday, June 12. If you have any questions, contact Student Accounts at 607-777-2702

 
Spending controls in the attached memo from John Cordi, Sr. Associate Vice President for Budget and Business Affairs Spending Controls
DONATIONS: If your department is interested in donating equipment, follow the procedure found here.
 

System Status

  Business Intelligence Business System
Status

ACTIVE

ACTIVE
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Hours

8 a.m. to 7 p.m. every day including Saturday and Sunday
except Friday 8 a.m. to 5 p.m.

7 a.m. to 7 p.m., Monday through Thursday;
7 a.m. to 5 p.m. Friday

The Office of the State Comptroller (OSC) has updated the policies and procedures regarding a proper invoice.  A proper invoice must contain a purchase order (PO) number, if applicable, as provided by the ordering agency. When an invoice does not contain the required information outlined in Guide to Financial Operations (GFO) Chapter XII, Section 4,F – Proper Invoice, agencies must reject the invoice and notify the vendor within one business day to resubmit a proper invoice with the necessary information.

Administrative Procedures

Budgeting

Business Intelligence

Accounting

Human Resources

PCI DSS Compliance

Procurement Card (P-Card)

Requisitions, POs and Accounts Payable

Student Accounts

Travel