Purchasing Policy and Procedure
Rush expenditures near the fiscal year-end are discouraged.
Procurements must comply with established procurement procedures,
which, in most instances, require competitive bidding. Requisitions
that do not permit the normal processing time may not be completed
before the fiscal year-end. The requisitioner must investigate
the time involved in procuring the specific goods and/or services
requested and make reasonable judgments concerning the length
of time that would be considered normal processing time by
Purchasing Services. The requisitioner should direct any questions
regarding normal processing time to the appropriate Purchasing
Services buyer. Goods and services charged to the closing
fiscal year must be requisitioned well in advance of the fiscal
year-end to ensure receipt and payment from the current year's
budget. Goods and services with required delivery prior to
year-end, which will have to be bid, require at least six
(6) weeks lead-time for processing.
Goods and services charged to the closing fiscal year that
are not received before the fiscal year-end cannot be paid
from that fiscal year's budget.
Following are general procedures for fiscal year-end close-out:
January - March
- Submit requisitions for goods or services which will
have to be bid.
- Complete any outstanding requisitions for capital items
required by June 30.
- Close unwanted orders.
- Order any items with an anticipated delivery date prior
- New year transactions become available in Advantage.
Requisitions for recurring needs such as maintenance contracts
and blanket orders can be entered into Advantage. Use a
7/1 date for new year orders. No goods or services may
be received on new year purchase orders until July 1.
- Process any PDs to be paid in the current year in early
- Close any open unneeded blanket PDs.
- Access to the PD document is switched off shortly after
- Complete all RQSs as early as possible in June.
- Access to the RQS document is switched off shortly after
mid-June. Requisitions after this deadline require special
handling and are for use in emergencies only. Purchasing
must be notified if a RQS must be processed after the mid-June
- Complete all releases against blanket orders in early
June and finalize the closing of blanket orders. Any blanket
order not closed will automatically roll into the next fiscal
year, creating new fiscal year encumbrances.
State Accounts: When all University procurement deadlines
have been met and for reasons beyond our control an item or
invoice is not received by June 30, the encumbrance will be
shifted to the new fiscal year. A budget increase will be
shown in the department's state account in the new fiscal
year covering the encumbered amount from the department's
old year account.
Local or Grant Accounts: Orders placed against these accounts
will be paid in the fiscal year in which the item/service
Equipment and supply items for sponsored programs should
be requisitioned in sufficient time for Purchasing Services
to follow the proper procurement procedures and secure delivery
before fiscal year-end or the project expiration date.