Purchasing Deadlines 2011-12 Fiscal Year

Planning for the close of fiscal year 2011-2012 has begun. To provide ample time to process departmental purchase requisitions, and to ensure an orderly closing of the fiscal year, your attention is directed to the following schedule and information.

PURCHASE REQUISITIONS AND TRAVEL REQUISITIONS

Deadline for Submission

THE DEADLINE FOR SUBMITTING PURCHASE REQUISITIONS AND TRAVEL REQUISITIONS TO BE ENCUMBERED AGAINST ALL ACCOUNTS, (STATE PURPOSE, INCOME FUND REIMBURSABLE (IFR), DORMITORY INCOME FUND REIMBURSABLE (DIFR)) IS: MONDAY, MAY 21, 2012 CLOSE OF BUSINESS.

Procurements = or > than $2,500

Purchase requisitions for major purchases in excess of $2,500 must receive prior approval of the Provost or vice president and Vice President for Administration.  If you anticipate submitting a purchase requisition in excess of $10,000, the order may require a request for formal bids from potential suppliers. Please contact Rebecca Anchor or Tom Underwood in Procurement & Property Control Services immediately at ext. 5100 if you have any questions and to ensure the timely processing of your requisition.

Vice President Approval Required after May 21, 2012

After May 21, the Provost or the appropriate vice president must approve all purchase requisitions prior to processing. To expedite the process, departments are encouraged to send their purchase requisitions directly to their vice president for approval prior to submitting to the Procurement & Property Control Services Department. The vice presidents will decide whether the purchase is appropriate.

Standing and Blanket Orders

For standing orders or blanket purchase orders, goods or services must be received by June 30, 2012 to be expended against current-year allocations.

Procurement Card & Desktop Delivery of Office Supplies

THE DEADLINE FOR USE OF THE PROCUREMENT CARD & DESKTOP DELIVERY OF OFFICE SUPPLIES FROM OFFICEMAX IS: JUNE 4, 2012 (COB).  To ensure no further financial liability is incurred late in the current fiscal year, you are asked to temporarily suspend your use of the procurement card and desktop delivery ordering of office supplies from OfficeMax for the period June 5, 2012 through June 30, 2012. 

IMPORTANT REMINDER

It is crucial during this process that you review your Temporary Service and OTPS balances (S&E, Equipment, Postage, Duplicating, Telephone, Stores) for the remainder of the fiscal year ending June 30, 2012. You may have to transfer allocation from Temporary Service or OTPS to meet your projected needs for the last month of the year. Conversely, if you project that you will have surplus allocation in any of your OTPS categories, the funds may be transferred to Temporary Service to help meet your year-end obligations. Please direct any questions you may have regarding Temporary Service or OTPS allocation transfers to the appropriate vice president and Julie Morgan, Director of Budget.

TRAVEL 

Please be aware that any necessary travel scheduled for the last quarter of the fiscal year will be paid from your S&E allocation and require prior approval of the Provost or vice president. You should anticipate any funding requirements for departmental travel for the remainder of the fiscal year and submit travel requisitions as necessary.

CONTACT PERSONS FOR QUESTIONS AND CONCERNS