The State of New York’s fiscal year ends on Thursday, Mar. 31, 2016. Therefore, the State’s SFS system “blackout” period is from Friday, Mar. 25, 2016 to Monday, Apr. 11, 2016. During the “blackout” period, no system transactions can be performed, such as issuing POs and processing payments to respective vendors. The College’s purchase requisition deadline is Friday, Mar. 11, 2016. Please review your budget and identify any needs that you anticipate having for the remainder of the fiscal year and submit your requisitions via CUNYfirst. All purchase requisitions must be approved and budget checked. Also, please ensure that your purchase requisitions include all the necessary supporting documentation for processing. Purchasing will process purchase requisitions in budget approved date order. Purchase requisitions submitted after the cutoff date are subject to rejection and may not be processed.
It is also essential that the College pay as many invoices as possible prior to the “blackout” period in the event that there are delays. To accomplish this, all receipts for goods and services must be placed in the system as soon as the item is received and no later than Friday, Mar. 18, 2016. Please begin entering your receipts immediately since we are anticipating a large volume of invoices during the final weeks of March as we work to pay as much as possible before the system closes.
A recap of the dates are as follows:
-Friday, Mar. 11, 2016: Last day to enter FY 2016 purchase requisitions
-Friday, Mar. 18, 2016: Last day to enter receipts for goods/services already received
-Friday, June 10, 2016: Last day to order supplies through Proftech
-Thursday, June 30, 2016: Fiscal year-end. All goods and services must be received to be an FY 2016 expense.
Every effort will be made to accommodate department requests. The Purchasing Office’s ability to do so is subject to State/CUNY-mandated procurement procedures, workload, and processing situations. Cutoff dates help to ensure adequate lead time for delivery of all goods and services that must be received by the end of the fiscal year.
When possible a State, City, Department of Education (DOE) or Federal General Service Administration (GSA) contract should be used to facilitate the procurement. The Purchasing Office can assist you in determining availability of these contracts.
Should you have any questions or if we can be of further assistance, please do not hesitate to contact Purchasing at 718.982.2450, Accounts Payable at 718.982.2483, or me at 718.982.2460.
Thanking you in advance for your cooperation.