Deadline to Recieved
APPROVED REQUISITION

REQUISITIONS requiring Formal Written Solicitations

• Requisitions for goods or services on any account; amounts greater than $25,000
  

REQUISITIONS requiring Informal Solicitations

• Requisitions for goods or services on any account; amounts from $5000.01 to $25,000
   

• Requisitions for any type goods or services on any account; amounts equal to or less than $5000

REQUISITIONS for items from TXMAS, DIR, Cooperative or other State Agency Contracts

• Requisitions for items from any of the above contracts, which do not require additional bidding; any account; No Dollar Limit
  

REQUISITIONS for items from State Contracts

• Requisitions for State of Texas term contracts on any account; No Dollar Limit

REQUISITIONS for Phone PO’S

• Phone PO’s for goods or services on any account; amounts equal to or less than $5000,
• The department must place the order with the vendor and provide documentation, if applicable, showing that proper procedures were followed,
• Phone PO's WILL NOT be given out for requisitions for TXMAS, DIR, Cooperative or other State Agency Contracts.

LOCAL PURCHASE AUTHORIZATIONS

• LPA’s and invoices must be sent to Accounts Payable by 12:00 Noon Wednesday, August 23 to insure payment from FY06 funds.
• Any LPA paperwork not received in time for the August 31 check-run will be paid from FY07 funds.

PROCARD CHARGES

• ProCard charges with a TRANSACTION date through August 31 will be paid from FY06 funds.
• ProCard charges with a TRANSACTION date of September 1 or later will be paid from FY07 funds.

PROCARD ENCUMBRANCES

• All ProCard encumbrances will be modified to reflect charges on the Bank One statement through August 31 so that over-encumbered amounts will not be carried forward into the new year.

All charges that were made prior to August 31 AND which have not appeared on the Chase statement may be encumbered and carried forward ONLY IF:

• the department has sufficient funds; AND
• the department advises Vicki Gibbs by email no later than September 15, 2006 of the amount to encumber

STANDING ORDERS

• Purchases against FY06 standing orders must be made by 11:59pm August 31, 2006, (unless otherwise specified on the order).
• The invoice must be forwarded to Accounts Payable immediately, and payments will be made against existing FY06 encumbrances through October 31, 2006
• After October 31, existing standing order encumbrances will be canceled and invoices received for purchases made prior to 8/31/06 will be paid from FY07 funds.