Stephen F. Austin State University

FY17 End-of-Year Deadlines

REQUISITION ENTRY/APPROVAL DEADLINES

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

July 7, 2017 5:00 p.m.
Requisitions Requiring Formal Written Solicitations
  • Includes goods or services on any FOP for any amounts greater than $25,000 and not available through an existing contract
July 21, 2017 5:00 p.m.
Requisitions Requiring Informal Solicitations
  • Includes goods or services on any FOP for amounts from $10,000.01 to $25,000 and not available through an existing contract
August 11, 2017 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 18, 2017 5:00 p.m.
Requisitions Requiring No Solicitation or Contract - LAST DAY TO ENTER REQUISITIONS USING FY17 FUNDS
  • Includes goods or services on any FOP for amounts equal to or less than $10,000

P-CARD TRANSACTION DETAIL ENTRY DEADLINES

August 11, 2017 5:00 p.m. thru August 31, 2017 Midnight
Grant Funds Expiring 8/31/17: P-Cards Deactivated And Not Available For Use

August 18, 2017 5:00 p.m. thru August 31, 2017 Midnight
All FUND/ORGs: P-Cards Deactivated And Not Available For Use

August 28, 2017 Noon
Complete August Transaction Detail Entries
  • After August 29, if any August entries are not detailed the p-card will remain deactivated until the detail is completed. This is outside of the policy for late detailing in a 6-month period.
  • Detailing in a timely manner is necessary to promptly close end-of-year.
September 4, 2017 5:00 p.m.
FY17 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 9/3/17 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, 2017 of unposted charged and amount to encumber.
September 15, 2017 5:00 p.m.
Complete September 1-3 Transaction Detail Entries

INVOICE DEADLINES

September 8, 2017 Noon
Standing Orders: Send All Invoice for Standing Order to Accounts Payable
  • If a standing order expires 8/31/17, no encumbrances will be carried forward into FY18unless there are known charges outstanding
  • Any invoices received after 9/9/17 for standing orders that expire 8/31/17 should be sent to Accounts Payable immediately upon receipt to be paid from fiscal year 2017 funds.

September 15, 2017 3:00 p.m.

All Fiscal Year 2017 Invoices: Send ALL invoices payable in fiscal year 2017 to Accounts Payable. All invoices received after this date by Accounts Payable will be paid with fiscal year 2018 funds unless arrangements have been made to set the charge up as a year-end payable.