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 14^th	Last day to submit a requisition/purchase order request over $5000.00 using current fiscal year funding.
August 19^th	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 27^th	Last day to create a small dollar requisition/purchase order using current fiscal year funding.
August 28^th	Last day to submit a request to correct a FY15 purchase order encumbrance issue.
September 1^st	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@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@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%20Query.pdf