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Procurement & Materials Management

General Services Building, Room 102
660.543.4001
Fax: 660.543.8345





Fiscal Year End Procurement Procedures

 

 

MEMORANDUM

March 17, 2014

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, preparation and review of briefing papers for the Board of Governors approval, if necessary, and obtain necessary approvals to issue a purchase order prior to June 30, 2014.  Requisitions received after June 21, 2014 will be held for processing until July 1, 2014.  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 no later than June 20, 2014.

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 27, 2014 should review the dates 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 28, 2014

$50,000 to $199,999                                                                           April 11, 2014

$5,000 to $49,999                                                                               May 2, 2014

If deadline dates are not met, Procurement may not be able to complete your transaction by June 27, 2014 and purchase orders issued after June 30, 2014 will be charged to your Fiscal Year 2015 budget.

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