Business & Financial Services
University of Wisconsin-Stout
PO Box 790
Menomonie, WI 54751- 0790
(715) 232-1285
February 25, 2017
TO: Account Supervisors cc: Vice Chancellor Phil Lyons
Account Administrators
FROM: Kim Schulte-Shoberg, Director of Business & Financial Services
SUBJECT: FISCAL YEAR-END DEADLINES
Please note the following deadlines for the remainder of FY17. Purchasing deadlines are policy from the State Controller's Office. These dates apply to all funds regardless of funding source. Requisitions received after the purchasing deadline will be charged to the next fiscal year.
BUDGET TRANSFER DEADLINE
June 9, 2017 All budget transfers.
PURCHASING REQUISITION DEADLINES (Must be received in Purchasing)
March 17, 2017 Purchase requisitions over $50,000.
April 7, 2017 Furniture.
May 1, 2017 Computer purchases procured through operational bulletins or contracts and purchase requisitions over $5,000.
May 12, 2017 Purchase requisitions less than $5,000 and items purchased through operational bulletins or contracts (excluding computer and furniture purchases).
Purchase requisitions chargeable to FY18 may be submitted at any time. Please clearly mark these orders as "FY18." If it is a repeat of last years’, e.g., maintenance agreements and blanket orders, please cite FY17’s purchase order number for purchase requisitions. The use of purchasing cards is preferred in lieu of blanket orders.
OTHER ACCOUNTING DEADLINES (Must be received in Accounting Services)
June 29, 2017 All Travel items – Travel Expense Reports (TER),
June 29, 2017 Payments to Individuals (PIR), Registrations, and Refunds.
June 27, 2017 Direct charge invoices and chargebacks to be processed in the
current year. Blanket orders will be closed.
PURCHASING CARD DEADLINE
The last billing cycle of FY17 ends on June 16th. Purchases made after June 16th will be posted to FY18. Cardholders should consult with their account administrator or account supervisor before making any procurement card purchases after June 2nd, as there is no guarantee that they will be posted for FY17. Caution should be given to timing of all purchases during this timeframe.
Shop@UW DEADLINE
The last direct funding cycle of FY17 ends on June 23rd. Purchases posted to the PAT tool after June 23rd will be direct funded in FY18. MD Account Holders should consult with their account administrators or supervisors before making any Shop@UW purchases after June 19th, as there is no guarantee they will be posted to the PAT tool for FY17. Caution should be given to all purchases during this timeframe.
PRINTING REQUISITION DEADLINES (Must be received in Printing Services)
May 31, 2017 Requisitions for FY17 funded printing.
Printing Services will accept Printing Requisitions after May 31 2017, for printing funded with FY18 funds. Any requisitions received in Printing Services prior to May 31, 2017 that are intended for FY18 funding, please identify/mark accordingly.Please contact Print Services, x-2466, with any questions.
PHYSICAL PLANT DEADLINE (Must be received in Physical Plant)
April 14, 2017 Work orders from departments wanting work to be completed and charged to FY17. The workload will be reviewed at that time with an effort made to complete these projects by the end of June.
LEARNING AND INFORMATION TECHNOLOGY DEADLINES (Must be received in LIT)
April 14, 2017 Requisitions for major installations or large purchases of service (over $1,000).
May 5, 2017 Requisitions for miscellaneous supplies, telephone installations, and minor jobs.
UNIVERSITY STORES ORDERS
June 10, 2017 Orders received by June 9, 2017 will be charged back on June 16th for FY17.
Orders received after June 9, 2017 will be charged back in FY18.
Please contact the following individuals if you have questions:
Budget Transfers Curtis Wieland X5446
Charge backs, Journal Entries (cash transfers) Tracey Bauer X2344
Physical Plant Work Orders Heidi Gutting X2598
Purchase Orders Brent Tilton X2346
Printing Orders Merri King X2466
Stores Orders Merri King X2466
Learning and Information Technology Mark Neidermyer X2264
Travel Tracey Bauer X2344
Miscellaneous questions, etc. Kim Schulte-Shoberg X1285
Cooperation in working within these parameters is appreciated. Thank you.
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