Fiscal Year-End Deadlines for FY2010, Ending on Wednesday, June 30, 2010

Requisitions

• All FY10 requisitions that do not require a solicitation must be electronically entered, and show electronic departmental approval in the Banner system by the end of Friday, June 11, 2010.
• All FY10 requisitions that do require a solicitation must be electronically entered, and show electronic departmental approval in the Banner system according to the following dollar amounts and dates:

          $10,000 - $25,000 by the end of Friday, June 4, 2010

          $25,000 - $99,000 by the end of Tuesday, June 1, 2010

          $100,000 and above by the end of Friday, May 14, 2010

• Items received after this time are subject to being processed in FY11.  Purchase orders issued by Wednesday, June 30, 2010 will encumber FY10 funds.
• Encumbrances entered in FY10 or before as standing purchase orders will be carried forward to FY11, unless cancelled by the end-user.
• FY10 requisitions that require bidding and/or that involve significant lead times should be submitted with consideration given to available processing time, bid guidelines, and product and service lead times. Submittals will be processed in the order received. 

 Processing guidelines:

• Advertising and posting—Approximately one to two weeks for orders greater than $25,000. Bona fide single feasible source purchases submitted with appropriate justification are posted for one to three days.
• Purchases greater than or equal to $100,000 require review and approval by the Board of Governors at their scheduled meetings. 
• Buyer analysis, bid processing, and purchase order issuance—Approximately within one week during standard periods for routine items. RFPs that require the development of specifications and/or committee evaluation will involve longer time periods that are specific to the product or service.
• Delivery lead times—Approximately one to two weeks for stock items and general services, or up to approximately two to ten weeks for production items and specialized services.    Manufacturing scheduling and the availability of raw materials are examples of variables that can delay production and subsequent shipment dates.
• FY10 requisitions for goods and services that require bidding should be submitted to Procurement Services per the above schedule, in order for the funds to be encumbered in FY10.  Processing will be subject to the above guidelines.

Invoices

All unpaid FY10 invoices and/or signed Departmental Approval copies should immediately be submitted to Procurement Services.  In order to be encumbered for FY10, items must be submitted by Friday, June 18, 2010.

P-Card Transactions

All purchases using FY10 money must be transacted by Friday, June 25, 2010. Transactions that are posted to the UMB Visa system by Wednesday, June 30, 2010 will be funded with FY10 money.

Payment Request Forms 

All outstanding FY10 payment requests with corresponding invoices must be submitted to Accounts Payable by Friday, June 25, 2010.

Travel Reimbursement

Reports are to be submitted within two weeks upon return from each trip, however, all outstanding FY10 travel reimbursement requests and supporting documents must be submitted to accounts payable by Friday, June 25, 2010.

Budget Transfers 

All on-line budget transfers for FY10 monies must be made by Wednesday, June 30, 2010. All budget transfers requested by memorandum must be submitted by Friday, June 18, 2010.  Memorandum requests should be directed to the budget analyst assigned to the cost center.

FY11 Purchases 

Requisitions for FY11 entered into the ERP system in FY10 will be processed in FY10 if notification is provided to Procurement Services that priority handling is needed.  All other entries will be addressed after Thursday, July 1, 2010.

Grants and Contracts Ending June 30, 2010

All FY10 grant and contract charges ending June 30, 2010 should be addressed by working with the Grant Accountant to ensure that charges are posted on a timely basis.  Grant funds begin with G, I, K, M, and O.

Time and Effort Report 

Reports for the Spring 2010 semester must be submitted to Grants and Contracts Accounting by Friday, June 11, 2010.

Payroll 

Refer to payroll website for guidelines.

 

9.09 Procurement Services