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Stephen F. Austin State University

FY13 END OF YEAR DEADLINES

These deadline dates are established to allow Procurement adequate time to process necessary paperwork and place orders before August 31.

Exceptions to the deadlines will be made only to ensure that expenditures are in accordance with year end guidelines established by the State Comptroller; reference Policy C-40 Year End Purchasing.

DEADLINES ARE FINAL - NO EXCEPTIONS WILL BE MADE
DEADLINES ARE SUBJECT TO CHANGE TO MEET END OF YEAR REQUIREMENTS
REVIEW CAREFULLY AND PLAN AHEAD

REQUISITION ENTRY/APPROVAL DEADLINES

All department requisition approvals must be posted by the date shown.

July 12, 2013 5:00 P.M.
Requisitions Requiring Formal Written Solicitations
  • Includes goods or services on any FOP for amounts greater than $25,000 and not available through an existing contract
July 26, 2013 5:00 P.M.
Requisitions Requiring Informal Solicitations
  • Includes goods or services on any FOP for amounts from $5,000.01 to $25,000 and not available through an existing contract
August 16, 2013 5:00 P.M.
Requisitions For Items Available Through A Cooperative Contract, A State Contract, Or From A Proprietary Source
  • Includes goods or services on any FOP for any amount
August 23, 2013 5:00 P.M.
Requisitions Requiring No Solicitation Or Contract - LAST DAY TO ENTER REQUISITION USING FY13 FUNDS
  • Includes goods or services on any FOP for amounts equal to or less than $5,000

P-CARD TRANSACTION DETAIL ENTRY DEADLINES

August 16, 2013 5:00 P.M. thru August 31, 2013 Midnight
GRANT FUNDS EXPIRING 8/31/13: P-CARDS DEACTIVED AND NOT AVAILABLE FOR USE
August 26, 2013 5:00 P.M. thru August 31, 2013 Midnight
ALL FUND/ORGS: P-CARDS DEACTIVED AND NOT AVAILABLE FOR USE
August 30, 2013 Noon
Complete August Transaction Detail Entries
  • After August 30, if any August entries are not detailed the p-card will be deactivated until the detail is completed.
  • This is outside of the 3-month tracking outlined in the p-card procedures and is necessary to promptly close end-of-year.
September 5, 2013 5:00 P.M.
FY13 Charges Not Appearing On The September 3 Statement
  • All charges for which you have receipts dated prior to August 31 AND which HAVE NOT appeared on the 9/3/13 statement may be encumbered and funds carried forward ONLY IF the department has sufficient funds.
  • Advise the P-Card Coordinator no later than September 5, 2013 of unposted charges and amount to encumber.
September 13, 2013 5:00 P.M. Complete September 1-3 Transaction Detail Entries

INVOICE DEADLINES

September 4, 2013 Noon
STANDING ORDERS: Send All Invoices For Standing Orders to Accounts Payable
  • If a standing order expires 8/31/13, no encumbrances will be carried forward into FY14 unless there are known charges outstanding
  • Any invoices received after 9/2/13 for standing orders that expire 8/31/13 will be paid from FY14 funds
September 6, 2013 5:00 P.M.
ALL INVOICES: Send All Invoices payable in FY13 to Accounts Payable