2011 - 2012 Purchasing Deadlines

 1.  The last day to send requisitions; for fiscal year 2011/2012 (current fiscal year) to Purchasing for processing has been extended to Friday, May 18.  Any requisitions received AFTER May 18 will need prior approval. Requisitions submitted BEFORE the deadline will be greatly appreciated!!  

2.  Remember, we WILL NOT process requisitions for SERVICES that will take place after July 1, 2012 with funding from this year--these MUST be processed with fiscal year 12/13 funding.  (Example:  Maintenance agreements, service contracts, etc.)  If the service BEGINS before July 1, you can submit the requisition for processing with this year’s funding as long as we are paying for it in a lump sum. 

3.  The only exception to the above-mentioned rule is REGISTRATIONS for conferences that occur after July 1 but must be paid prior in order to secure a place at the conference. 
  

4.  Any services or travel that will occur between May 18 and June 30 should be submitted by MAY 18 with “estimated” pricing if the actual prices are not known.  This will enable our department to encumber the funds for you now. 
 

5.  Anything that is purchased with 11/12 funding, must be received by June 30 and paid for before August 10, otherwise, the funding will come out of the 12/13 fiscal year budget. We cannot prepay for items/services that are not received by the deadline. The items/services MUST be received in order to make payment. 

6.  If you have a BLANKET REQUISITION that is still open after the May 18 deadline, please use it before JUNE 30.  All BLANKET REQUISITIONS will be considered complete as of JUNE 30 and canceled off the system without further notice. 
  

7.  Please do not submit any requisitions for anything to come out of 12/13 funding (New Year).  Requisitions for fiscal year 12/13 funding received before June 30 will be returned to you as we cannot process anything for the 12/13 fiscal year until after July 14. Our systems will be shut down the entire first week of July to make the switch from the old to new fiscal year.

8.   With the current budgetary concerns for the State, we may not be able to process any requisitions until the funding is made available to the campus for that purpose.  Therefore, July 14 is only a tentative date of when we can begin processing new orders for the 2012/2013 fiscal year.

Questions can be directed to Amy L. Brown, Business & Finance at 4584 or Cheryl Dietman, Purchasing at 4501