Year-End Purchase Requisitions
Please note that the last day to submit a purchase requisition for the current fiscal year will be May 17, 2019. Any purchase requisition submitted after May 17, 2019 will be processed next fiscal year.
Service Contracts
In order to begin preparation for the 2019-2020 fiscal year, it is necessary to have information concerning contracts that are currently in place for your department or any new contract that you wish to initiate. This would not only include maintenance on equipment such as copiers, faxes, and duplicators, but would also include services such as consultants, guest speakers, program evaluators, etc.
Before a contract is submitted, ensure appropriate review of the service is completed by the department on whether the service continues to provide value to the University and supports University initiatives.
If it is your intention to continue various types of services or to initiate some other type of service for the next fiscal year, the following steps must be followed:
1. Purchase requisitions must be submitted if the service date starts anytime within the fiscal year, not just those beginning July 1, 2019.
2. Service Contract purchase requisitions are to be submitted by May 17, 2019.
3. The following information should be provided on the purchase requisition or as an attachment:
a. Is this a new contract or a renewal? If renewal, list previous years’ contract number.
b. If this is a new contract, furnish vendors you wish to bid on the contract (if known).
c. State, in detail, the contract requirements and specifications.
d. If maintenance is requested on equipment, give model and serial number(s) and location of equipment (room number and building).
e. The date, in the delivery date field, must be the contract renewal date in order for funds to be encumbered in next fiscal year’s budget. (The delivery date determines fiscal year posting.)
Please note that the service desired cannot begin until the contract has been approved by our University Legal Counsel and/or the Office of Attorney General. You will be notified when approval is received. Requisitions submitted after services have begun or have been completed will be rejected.
Providing the above information aids in the budgeting process and the timely processing of requests.
If there are any questions regarding service contract renewals or year-end purchase requisitions, please call Joyce Sheppick at extension 4592.