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Procurement & Materials Management

SouthEast Complex
415 E Clark St Suite 116
660.543.4001
Fax: 660.543.8345





Fiscal Year End Procurement Procedures

Memorandum

March 18, 2015

To:       Budget Managers

From:   Lisa Butler, Director of Procurement and Materials Management

Re:       Fiscal Year End Procurement Deadlines

Please review the fiscal year end procurement procedures and schedules, and distribute to the appropriate personnel in your department. 

It is essential that departments submit requisitions in a timely manner to allow sufficient time to process competitive solicitations, prepare and review briefing papers for the Board of Governors approval, if necessary, and obtain necessary authorization to issue a purchase order prior to June 30, 2015.  Requisitions received after June 25, 2015 will be held for processing until July 1, 2015.  If there is an emergency requisition, please contact the Procurement office at 543-4001 and we can discuss issuing the purchase order.

Requisitions $4,999 and below

In order to ensure timely processing of requisitions $4,999 and below, please submit your requisition with applicable electronic departmental approval(s) by end of day on June 25, 2015.

Requisitions $5,000 and greater (for entire contract period)

Requisitions requiring competitive bidding for commodities and/or services for delivery and installation to be completed by June 26, 2015 must be electronically entered and show electronic department approval according to the dollar amounts and dates listed below. If you are uncertain about delivery and installation lead times, you are encouraged to submit your requisition as soon as possible.

Purchase Request Amount                                                   Requisition due to Procurement

$200,000 and greater                                                                          March 21, 2015

$50,000 to $199,999                                                                           April 17, 2015

$5,000 to $49,999                                                                               May 8, 2015

If deadline dates are not met, Procurement may not be able to complete your transaction by June 26, 2015 and purchase orders issued after June 30, 2015 will be charged to your Fiscal Year 2016 budget.

If you have any questions, please contact me at 543-4523.