Fiscal Year End Procurement Procedures

Memorandum

Date: April 22, 2022

To:      Budget Managers

From:   Bob Walla, 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 and obtain necessary approvals, including Board of Governors if applicable, and to issue a purchase order prior to June 30, 2022. 

Requisitions received after June 15, 2022 will be held for processing until July 1, 2022. 

If there is an emergency requisition, please contact the Procurement office at 543-4001 and we can discuss a solution to the issue.

Requisitions below $25,000.00

In order to ensure timely processing of requisitions below $25,000.00, submit a requisition no later than June 15, 2022.

Requisitions $25,000 and greater (for entire contract period)

Procurements requiring competitive bidding for commodities and/or services which must be encumbered in this fiscal year must be submitted to the Procurement Department by April 29, 2022.  Doing so should allow sufficient time to complete the solicitation,  execute contracts (if applicable), issue requisitions, get approval of requisitions, and issue purchase orders before the end of the fiscal year.

Adhering to these established deadlines will ensure that Procurement can complete your transaction by June 15, 2022. 

If the goods and services procured and encumbered by a Purchase Order are received after June 30, 2021, the expenses will still be charged to your Fiscal Year 2022 budget.  

If deadline dates are not met, Procurement may not be able to complete your transaction by June 30, 2022, and it will be charged to your Fiscal Year 2023 budget.

 

UCMarket Order Deadline

In order to close out all UCMarket orders by the end of the fiscal year, UCMarket will be closed from June 15 to June 30.  No orders may be placed during this time.  All orders issued beginning on July 1, 2022 will be charged to FY23. 

 

If you have any questions, please contact me at 543-4523 or other Procurement staff at 543-4001

Thank you for your assistance with the end of year procedures!