August 2015 - Purchasing - lists.it.utsa.edu

NOTICE FROM THE PURCHASING OFFICE - YEAR END DEADLINES

by Purchasing/HUB information and announcements

Purchasing Office Year End Deadlines This is a reminder regarding purchasing year end deadlines. August 26th Last Day to submit a Purchase Order Correction to pay an invoice using FY15 funds. August 27th Last day to create a small dollar requisition/purchase order using current fiscal year funding. August 28th Last day to submit a request to correct a FY15 purchase order encumbrance issue. September 1st First date to create new requisition/purchase order request using FY16 funding. Please send year-end deadline questions to the central Purchasing Office email, purchasing(a)utsa.edu<mailto:purchasing@utsa.edu>. Sincerely, Purchasing Office

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NOTICE FROM PURCHASING OFFICE

by Purchasing/HUB information and announcements

This morning six emails were sent to the purchasing list serv in error from Yvette Medina. Please disregard these emails, as they were not meant to be sent out as mass communication. We ask to please reframe from responding to the emails using the "Reply to All" function, as this will again send communication through the list serv. If there are any questions, please contact the Purchasing Office (purchasing(a)utsa.edu<mailto:purchasing@utsa.edu>). Again we apologize for the confusion this may have caused. Sincerely, The Purchasing Office.

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Recall: Release Encumbrances EGRG02

by Purchasing/HUB information and announcements

Yvette Medina would like to recall the message, "Release Encumbrances EGRG02".

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Recall: Release Encumbrances EGRG02

by Purchasing/HUB information and announcements

Yvette Medina would like to recall the message, "Release Encumbrances EGRG02".

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Recall: Release PO encumbrance PO 10100 EGSG06

by Purchasing/HUB information and announcements

Yvette Medina would like to recall the message, "Release PO encumbrance PO 10100 EGSG06".

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FW: Release PO encumbrance PO 10100 EGSG06

by Purchasing/HUB information and announcements

FYI ... Thanks. Yvette Medina Purchasing Business Analyst p: 210.458.4974 From: Teri Bieterman Sent: Wednesday, August 12, 2015 6:15 PM To: Yvette Medina Subject: Release PO encumbrance PO 10100 EGSG06 Please release PO encumbrance 10100 $1,309.14 Thanks Teri S. Bieterman, CPA, MBA Cost Accountant Research Department [cid:image001.png@01CB84CF.DA63EE70] University of Texas at San Antonio One UTSA Circle San Antonio, TX 78249 Office 210-458-6148 Fax 210-458-6176 Email: teri.bieterman(a)utsa.edu<mailto:teri.bieterman@utsa.edu>

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Recall: Release PO encumbrance PO 10100 EGSG06

by Purchasing/HUB information and announcements

Yvette Medina would like to recall the message, "Release PO encumbrance PO 10100 EGSG06".

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FW: Release PO encumbrance PO 10100 EGSG06

by Purchasing/HUB information and announcements

FYI ... Thanks. Yvette Medina Purchasing Business Analyst p: 210.458.4974 From: Teri Bieterman Sent: Wednesday, August 12, 2015 6:15 PM To: Yvette Medina Subject: Release PO encumbrance PO 10100 EGSG06 Please release PO encumbrance 10100 $1,309.14 Thanks Teri S. Bieterman, CPA, MBA Cost Accountant Research Department [cid:image001.png@01CB84CF.DA63EE70] University of Texas at San Antonio One UTSA Circle San Antonio, TX 78249 Office 210-458-6148 Fax 210-458-6176 Email: teri.bieterman(a)utsa.edu<mailto:teri.bieterman@utsa.edu>

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FW: Release Encumbrances EGRG02

by Purchasing/HUB information and announcements

FYI ... Thanks. Yvette Medina Purchasing Business Analyst p: 210.458.4974 From: Teri Bieterman Sent: Thursday, August 13, 2015 7:30 AM To: Yvette Medina Cc: Beth Manning; Jaclyn Shaw Subject: Release Encumbrances EGRG02 Yvette- Please release the encumbrances for the following PO's.Thanks. PO 6916 $45.55 PO 7318 $38.05 PO 8487 $38.05 PO 9541 $217.10 PO 9834 $46.20 Teri S. Bieterman, CPA, MBA Cost Accountant Research Department [cid:image001.png@01CB84CF.DA63EE70] University of Texas at San Antonio One UTSA Circle San Antonio, TX 78249 Office 210-458-6148 Fax 210-458-6176 Email: teri.bieterman(a)utsa.edu<mailto:teri.bieterman@utsa.edu>

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IMPORTANT YEAR END DEADLINES FROM THE PURCHASING OFFICE

by Purchasing/HUB information and announcements

Purchasing Office Year End Deadlines This is a reminder regarding purchasing year end deadlines, purchase order encumbrance clean-up and purchase order roll forward process. August 14th Last day to submit a requisition/purchase order request over $5000.00 using current fiscal year funding. August 19th Last day to submit requests to keep a FY15 purchase order open and roll into FY16. (PO's not identified to keep open will be closed by end of fiscal year) August 27th Last day to create a small dollar requisition/purchase order using current fiscal year funding. August 28th Last day to submit a request to correct a FY15 purchase order encumbrance issue. September 1st First date to create new requisition/purchase order request using FY16 funding. Additional Reminders: v If funds need to be released or disencumbered, send an email to the Purchasing Office Inbox (purchasing(a)utsa.edu<mailto:purchasing@utsa.edu>) with a list of purchase orders to close. v Purchase orders created during July and August will automatically be rolled to next fiscal year. Departments must send an email (purchasing(a)utsa.edu<mailto:purchasing@utsa.edu>) with a list of purchase order encumbrances that should remain open and rolled in FY16. Departments should focus on purchase orders created 9/1/14 through 6/30/15. v If no notification is received and the PO is closed, but the encumbrance is needed, it will be the responsibility of the department to recreate the requisition in the new fiscal year. v Departments can review purchase order encumbrances by running an open encumbrance report. Instructions on running the report can be found at the below link. An open encumbrance report is now available for project funding (capital and grants), please run UTS_PO_OPEN_ENC_BY_PROJECT. http://www.utsa.edu/purchasing/forms/Instructional%20Guide_PO%20Enumb%20Q...

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