Purchasing End of Year Procedures

Requisitions for Purchase Orders:

May Due Date:  Per the Finance Calendar FY2011 that can be accessed from the Fiscal Year End Closing web page the final day for sending FY11 Requisitions to Purchasing for GUARANTEED FY11 entry is Friday, May 20, 2011.  But please be aware that this early date reflects the fact that some Reqs require significant research and/or bidding procedures.  You can continue to submit FY11 Reqs up until 12:00 pm on Thursday, June 30, 2011, using the following guidelines:

Make every effort to send your FY11 Reqs into Finance as soon as possible.

Boldly mark the requisition “FY11” or “FY12” as appropriate, for the Fiscal Year in which it should be charged.  Remember that accounting principals and External Auditor expectations dictate that items or services should be charged to the Fiscal Year in which they will be received. (Unmarked reqs will be processed in the FY in which it appears, in the best judgment of the Purchasing Agent, that the goods or services will be received.)

All FY11 Reqs must be submitted no later than 12:00 pm, June 30, 2011.

IMPORTANT:  No requests for Purchase Orders, or Change Orders, to Fiscal Year 11, will be entered after June 30th. 

Blanket Orders:  All blanket orders will be closed, effective June 30, 2011.  (EXCEPTION:  Blanket Orders on Grant Accounts which are already designated to close on a date beyond July 1, 2011.  Those Grant Account blankets will remain open until the date specified on the PO). 

Remember:  Blanket orders will be issued only for instances in when PCard use is impossible or impractical. 

Direct Payment Forms:  All Direct Payment Forms for goods or services received on or prior to May 20, 2011, should be into the Finance Division no later than 4:00pm, June 1, 2011, for processing on the FY11 budget.

For a complete schedule of cut-off dates for Direct Payment forms, please go to the Finance Calendar FY2011 that can be accessed from the Fiscal Year End Closing web page.

Leases: Be sure to include last year’s PO number on this year’s Lease Requisition to ensure there will be a reference to the previous PO in the body of the new lease PO.  For more information go to the lease information page.