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Department of Finance
Ohio University
79 S Court St
Lindley Hall N162
Athens, OH 45701
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Finance

Procurement Planning for Year End

April 29, 2026

As we approach year-end, campus users are reminded to plan ahead for the purchase of goods/services. Specific scenarios to consider include:

  • Contract Renewals
  • Goods/Services requiring a competitive bid event (Request for Proposal)
  • Purchases to be expensed by fiscal year-end

Contract Renewals/Extensions

In accordance with the fiscal year-end calendar, all contract renewals effective July 1, 2026, should be submitted to Procurement Services by Wednesday, May 13, 2026. In general, contract renewals can be processed by June 30. However, contracts that are complex or require communication/work with the supplier on terms and conditions may require additional time.

Requests for Proposal (RFP)

When planning to initiate a requisition that is $50,000 or more or an RFP, we are providing the following guidance for your consideration and planning:

The State of Ohio law and University policy state that an RFP is required when spending is greater than $50,000, per vendor, per fiscal year (University-wide).

The timeframe for an RFP and contract review process must be scaled to the level of the bid event and analysis required (i.e., the larger or more complex an RFP, the longer it takes).

Expenses in FY26 or FY27; Pre-entry of FY27 Requisitions

For a purchase to be recorded as an FY26 expense at fiscal year-end, the good or service must be received by June 30, 2026.

If the good/service is received after June 30, it will be recorded as a FY27 expense.

The pre-entry of FY27 requisitions (reqs) will become available May 1 using the Accounting Date field in BobcatBuy. To create a FY27 req, use 7/1/2026 as the Accounting Date, and the PO will be sent to suppliers on July 1. The pre-entry of FY27 reqs should be used for goods/services that will be received on or after 7/1/2026. 

Requisitions for goods/services received by 6/30/2026 should enter the current date in the Accounting Date field, as these should be on a FY26 PO and the expense must process and be paid in the current fiscal year. If the invoice is dated after the year-end invoice processing deadlines, the expense will accrue as an FY26 expense.

Questions?

For assistance and guidance from Procurement Services (e.g., initiating an RFP, review of a contract), please contact financecustomercare@ohio.edu.