Stephen F. Austin State University

FY18 End-of-Year Deadlines

REQUISITION ENTRY/APPROVAL DEADLINES

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

July 6, 2018 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 20, 2018 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 10, 2018 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 17, 2018 5:00 p.m.
Requisitions Requiring No Solicitation or Contract - LAST DAY TO ENTER REQUISITIONS USING FY18 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 17, 2018 5:00 p.m. thru August 31, 2018 Midnight
GRANT FUNDS Expiring 8/31/2018: P-Cards DEACTIVATED And Not Available For Use

August 24, 2018 5:00 p.m. thru August 31, 2018 Midnight
All FUNDS: P-Cards DEACTIVATED And Not Available For Use

August 28, 2018 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, 2018 5:00 p.m.
FY18 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 9/3/18 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, 2018 of unposted charges and amount to encumber.
September 14, 2018 5:00 p.m.
Complete September 1-3 Transaction Detail Entries

INVOICE DEADLINES

September 7, 2018 Noon
Standing Orders: Send All Invoice for Standing Order to Accounts Payable
  • If a standing order expires 8/31/18, no encumbrances will be carried forward into FY18unless there are known charges outstanding
  • Any invoices received after 9/7/18 for standing orders that expire 8/31/18 should be sent to Accounts Payable immediately upon receipt to be paid from fiscal year 2018 funds.

September 14, 2018 3:00 p.m.

All Fiscal Year 2018 Invoices: Send ALL invoices payable in fiscal year 2018 to Accounts Payable. All invoices received after this date by Accounts Payable will be paid with fiscal year 2019 funds unless arrangements have been made to set the charge up as a year-end payable.