Stephen F. Austin State University

FY19 End-of-Year Deadlines

REQUISITION ENTRY/APPROVAL DEADLINES

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

July 5, 2019 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 19, 2019 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 9, 2019 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 16, 2019 5:00 p.m.
Requisitions Requiring No Solicitation or Contract - LAST DAY TO ENTER REQUISITIONS USING FY19 FUNDS
  • Includes goods or services on any FOP for amounts equal to or less than $10,000

P-CARD DEACTIVATION AND TRANSACTION DETAIL ENTRY DEADLINES

August 16, 2019 5:00 p.m. thru August 31, 2019
GRANT FUNDS Expiring 8/31/2019: P-Cards transactions utilizing GRANT funds should not be made after 8/16/2019 at 5:00 p.m.
August 23, 2019 5:00 p.m. thru August 31, 2019
All FUNDS: P-Cards will be DEACTIVATED And Not Available For Use after 8/23/2019 at 5:00 p.m.
  • Transactions not posted to Citibank by 8/23/2019 at 5:00 p.m. will be declined
August 27, 2019 by 5:00 p.m.
Complete August Transaction Detail Entries
  • Detailing must be completed for all transactions posted as of August 27th. This deadline is outside of the policy for late detailing in a 6-month period.
  • Detailing in a timely manner is critical to promptly close end-of-year.
September 3, 2019 5:00 p.m.
FY19 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 9/4/19 statement may be encumbered and funds carried forward ONLY IF the department has sufficient funds.
  • Advise the P-Card Coordinator no later than September 4, 2019 of unposted charges and amount to encumber.
September 13, 2019 5:00 p.m.
Complete September 1-3 Transaction Detail Entries

INVOICE DEADLINES

September 6, 2019 Noon
Standing Orders: Send All Invoice for Standing Order to Accounts Payable
  • If a standing order expires 8/31/19, no encumbrances will be carried forward into FY20unless there are known charges outstanding
  • Any invoices received after 9/6/19 for standing orders that expire 8/31/19 should be sent to Accounts Payable immediately upon receipt to be paid from fiscal year 2019 funds.

September 13, 2019 3:00 p.m.

All Fiscal Year 2019 Invoices: Send ALL invoices payable in fiscal year 2019 to Accounts Payable. All invoices received after this date by Accounts Payable will be paid with fiscal year 2020 funds unless arrangements have been made to set the charge up as a year-end payable.