LISTING OF YEAR END DEADLINES

PURCHASING TRANSACTIONS & PROPERTY INVENTORY IN FAST

FISCAL YEAR 2007-2008

REQUISITION DEADLINES

4/18/08 – Last day to submit requisitions & specifications for purchases exceeding $50,000 that require formal

bidding for fiscal year 2007–2008 encumbrance

6/13/08 – Last day to enter requisitions into FAST for fiscal year 2007–2008

Any requisition entered into FAST between 6/16/08 and 6/30/08 will be deleted as part of the closing process and will have to be re-entered into FAST by the Requester in the 2008-2009 Fiscal Year.

PURCHASE ORDER DEADLINES

6/06/08 – Last day to place orders with vendors for existing 2007-2008 Amount Only/Blanket Purchase

Orders - All Purchase Orders must be received in FAST by June 30, 2008.

PCARD DEADLINES

6/20/08 - This is the last day cardholders can make charges that will be available to reconcile and post in this fiscal year. Cardholders may continue using their pcards without interruption, but Purchases made after this date (6/20/08) maybe posted against Fiscal Year 2008-2009.

6/30/08 - Reconcilersmay approve PCard charges for Fiscal Year 2007-2008 up to and including this date. Charges approved after this date will post to the next Fiscal Year.

** Grants Ending June 30, 2008 – Order any items as soon as possible in order to reconcile by close of business June 30 and post to the grant before it ends.

RECEIPT DEADLINES

Goods and services for FY 2007-2008 can be received until close of business June 30.

PROPERTY (ASSET) INVENTORY REPORT

5/23/08-Deadline to turn in list of all unscanned equipment to Purchasing & Property Services.

Required Forms:

  • Complete and submit an Unlocated/Stolen Form (USF Form #3010) for equipment that you have not located.
  • Complete and submit a Write-Off Form (USF Form #3008) if property was surplused. All property write-offs must be in compliance with the Research Grant/Auditor General Guidelines.
  • Complete and submit aProperty Off-Campus Permit Form (USF Form #6028) ifproperty is located off campus.
  • Complete and submit a Transfer Form (USF Form #3009) if property was transferred. This form must be signed by both the Accountable Officer that’s transferringthe property and the Accountable Officerthat’sreceivingthe property. All property transfers must be in compliance with the Research Grant/Auditor General Guidelines.

Please submit completed and signedforms to Iris Wiggins, Purchasing & Property Services, 4202 East Fowler, AOC 200.

The above referenced forms are available on the Purchasing & Property Services website:

QUERIES AVAILABLE IN FAST TO ASSIST DEPARTMENTS:

Departments should review open transactions, cancel unnecessary requisitions, submit change requests to cancel or close open, unneeded purchase orders and should create outstanding receipts for goods and services obtained to date.

The following queries can be used to find inactive purchase orders (no receipts or invoices from PO date) open POs and open requisitions:

U_YE_INACTIVE_POS_BY_DEPT

U_YE_INACTIVE_POS_BY_PROJECT

U_YE_OPEN_POS_BY_DEPT

U_YE_OPEN_POS_BY_PROJECT

U_YE_OPEN_POS_BY_REQUESTER

U_YE_OPEN_REQS_BY_DEPT

U_YE_OPEN_REQS_BY_PROJECT

CONTACT INFORMATION: PURCHASING & PROPERTY SERVICES

If you have any questions pertaining to the above referenced year end deadlines, please contact Desiree Hanson via phone (4-3292) or email .

Rev. 4/29/08