2012-2013 Fiscal Year-End Purchasing Deadlines

Planning for the close of fiscal year 2012-2013 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.

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 6, 2013 CLOSE OF BUSINESS.

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.

After May 6, 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 Services Department. The vice presidents will decide whether the purchase is appropriate.

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 me immediately if you have any questions and to ensure the timely processing of your requisition.

For standing orders or blanket purchase orders, goods or services must be received by June 30, 2013 to be expended against current-year allocations.

THE DEADLINE FOR USE OF THE PROCUREMENT CARD & DESKTOP DELIVERY OF OFFICE SUPPLIES FROM PROFTECH (STAPLES BUSINESS ADVANTAGE) IS: JUNE 3, 2013 (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 Proftech for the period June 3, 2013 through June 30, 2013.

 

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, 2013. 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.

The Procurement Services staff is prepared to lend extra assistance to expedite your needs from now through the purchase requisition deadline.  Please do not hesitate to contact the Procurement Services Department at ext. 5100 if you have any questions or concerns regarding any of this information.

Thank you, in advance, for your attention to this matter.