As fiscal year ends, those making purchases should watch the calendar

The end of the fiscal year is fast approaching, and the Purchasing Department has released a list of dates and deadlines to keep in mind. When a Pcard is not used, a purchase order must be issued and the item received prior to June 30 in order for the item to be reflected in the current fiscal year. The dates listed below are the Purchasing Department's best estimates to ensure fiscal year deadlines are met.

If an item requires a long lead time and cannot deliver prior to June 30, a Banner purchase order encumbers the funds in this fiscal year.

Purchasing provides the following year-end dates:

For items not under contract

  • Friday, April 1 – Complex procurements that require an RFP/RFQQ over $49,000 should already be started.
  • Tuesday, April 19 – Furniture purchase orders due because of manufacturing and shipping time.
  • Tuesday, May 3 – Items over $3,500 but under $49,000 because the procurement requires a quote process.
  • Wednesday, June 8 – All other items asking Purchasing to place the order to provide the best opportunity to have the items delivered by June 30.

For items under contract

  • Wednesday, May 25 – Computer orders should be submitted to Purchasing to ensure June 30 delivery (lead time)
  • Wednesday, June 8 – Requests under $1,000 where a Pcard is not accepted and Purchasing must issue a Purchase order to place the order place the order to provide the opportunity to ensure June 30 delivery.

Pcard use

  • Friday, June 24 – recommended last day for Departments to use PCard. Departments should ensure item will be received, charged to the card and reconciled in the JP Morgan system prior to June 30.

Check requests

  • Monday, June 27 – Last day to submit check requests as long as goods are received prior to June 30.

After the dates listed above, you may still submit purchase requests and purchasing will do what we can to meet fiscal year-end commitments.