[purchasing] NOTICE FROM PURCHASING OFFICE - FY16 PO PROCESS

NOTICE FROM PURCHASING OFFICE The Budget, Accounting, and Purchasing Offices have established processes to allow purchases intended for fiscal year 2016 to be issued prior to Sept 1. Effective July 27, 2015, departments may begin submission of requisitions over $5,000 for the new fiscal year. The process will encumber funds from the current fiscal year budget and may require a "Budget Override" if sufficient funding is not available. Please contact the Budget Office (Budget.FMS@utsa.edu<mailto:Budget.FMS@utsa.edu>) obtain an override if needed. PO encumbrances intended for the FY16 budget period will then be rolled forward by the Purchasing Office using a "PO Roll" feature in PeopleSoft after August 31, 2015. The instructions attached must be followed closely when creating fiscal year 2016 requisition prior to September 1 to ensure proper movement of encumbrances. Purchasing will only process FY16 requisition/purchase order requests over $5000.00 for contract renewals with an effective date of September 1, 2015. If the purchase order is not completed (dispatched) by close of business August 31, 2015, end users will need to recreate the requisition after September 1, 2015. If a department has a small dollar (below $5000.00) contract renewal with an effective date of September 1st, please contact the Purchasing Office for directive. Questions regarding the outlined processes can be sent to the Purchasing Inbox at purchasing@utsa.edu<mailto:purchasing@utsa.edu>.