Purchases and Commitments
These deadlines apply to all state-appropriated funds and all self-support revenue funds such as Extended Education, Housing and Parking. Purchases for Grants and Contracts are exempt from the May 6th and June 8th deadlines but be aware that “higher priority” is assigned to processing impacted orders.
Open purchase orders (POs) will be listed as outstanding encumbrances. It is important to carefully review these open POs, including prior-year POs, to ensure only valid obligations are posted to your accounts. Open POs that are no longer active should be closed. Requests to close POs or make account code changes or adjustments must be made using the PO Change Finalization form and submitted to Deanna Tam in Procurement no later than June 10th.
PO Change Finalization form:
Please also note that prior to June 30, Procurement will automatically close FY 2015/16 blanket POs for goods and services, as well as any PO over 1 year and with a remaining balance less than $1,000.
P-Card, Office Max and Department Travel Card
The statement cycle for May/June 2016 (all cards listed above) ends on June 20th. All transactions posted on or before June 20th will be charged to the current FY 2015/16. Please plan your purchases accordingly as any transactions posted on or AFTER June 21st will be charged to the new FY 2016/17.
Packing Slip Requirement
Packing slips must be submitted for payment for all transactions incurred from June 1 through August 31. This would apply for all transactions (i.e. P-card, OfficeMax, invoice, Direct Payments) and regardless of statement cut-off dates for invoices.