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SMC|Business Services|Purchasing
Announcements: Fiscal Year End Updates

Title

Fiscal Year End Updates

Date

4/17/2014

Description

Fiscal Year End is around the corner and we would like to remind you of some important dates and provide answers to some frequently asked questions. For more information, please visit us at www.smc.edu/purchasing or contact us at x4304.

Important Dates

April 30, 2014      General Fund requisitions received after this date will not be processed.
May 14, 2014     Restricted Fund requisitions received after this date will not be processed.
All approved Change Order requests are due in Fiscal Services.  Change order requisitions received after this date will not be processed
June 13, 2014     Supplies and equipment that have been ordered using funds in FY 2013-2014, but not received and invoiced prior to this date will be charged to your Fiscal year 2014-2015 budget.
July 2, 2014        All invoices for recurring service agreements are due in Accounts Payable. Please request that the supplier send your June invoice by June 25, 2014.
 

FAQ's

  1. When can I start submitting my FY ‘14-15 requisitions?
    Submit the requisitions you need for orders that need to be placed beginning July 1st. If you don’t begin ordering office supplies until August or September, submit your requisitions in early August or September. Please remember that this is the busiest time of year for us and not everyone needs to begin ordering July 1st.  
  2. When is the last day to order office supplies?
    June 10th; your Blanket Purchase Order is valid until that date. Some items may be on backorder, so don’t wait until the last minute. Items not received before the invoice cut-off date, will not be paid in this fiscal year. Please plan ahead if you need to order anything that you need through August.
  3. Who can I call to get a status of my requisition?
    All requisitions for FY 14-15 will be released July 1st. Please allow 1-2 weeks from the release date to contact the assigned commodity Buyer to obtain a status of your requisition. If you are not familiar with which Buyer handles what commodity, please visit our website to view our Buyer Assignments at www.smc.edu/purchasing.
  4. How do I know if my order has been received?
    Please contact your commodity Buyer on your standard order. If you have placed an order on a Blanket Purchase order, please contact the Warehouse.
  5. Where can I get more information on how to fill out my requisition or how to order?
    Please visit our Faculty and Staff Resources page on our website at www.smc.edu/staffresources. If you have additional questions, please contact us directly at x4304. 

Helpful Tips

  • Please do not send a copy of last year’s Purchase Order attached to the Purchase Requisition. You may reference last year’s PO#, but we do not need a hard copy. 
  • You can prepare one requisition with multiple Blanket Orders- we do not need one Requisition for each different supplier. Simply add the supplier name and account string information on each line item description or indicate in the notes section.
  • Always visit our website for announcements, updates and recent changes at: www.smc.edu/purchasing
  • Depending on the commodity, some items normally have a long lead time (i.e. furniture, specialty items). Please contact your Buyer ahead of time to back schedule your orders.
  • Quarterly reports are available to assist you with your budgeting and tracking. Please email ordaz_cindy@smc.edu with any questions or to request a report.
  • If you are having any issues with a supplier’s performance, please notify the buyer to assist you.
  • A BPO (Blanket Purchase Order) is a contract document issued to a supplier to order stocked items over the course of a fiscal year. A BPO should have at minimum, one transaction per month.

Attachment

 

Attachments

Created at 4/17/2014 3:02 PM by ORDAZ_CINDY
Last modified at 4/17/2014 3:02 PM by ORDAZ_CINDY