Fiscal Year-End Deadlines Approaching

The fiscal year-end is rapidly approaching and Supply Chain Management (SCM) would like to remind you of important upcoming dates when buying goods and services during this time.

Please pass this message to anyone who may:

  • Want a purchase order issued before fiscal year-end
  • Want a lien removed or chartfield change before fiscal year-end

PURCHASE ORDERS
Approved BearBuy requisitions that are routed to SCM by close of business on Wednesday, May 31, 2017, for an amount of less than $50,000 with complete documentation, will be guaranteed purchase order (PO) issuance before fiscal year-end. Approved requisitions received after May 31, 2017, if complete documentation is provided, will be processed on an as-received basis, but SCM cannot guarantee issuance of POs before June 30, 2017.

To ensure requests for goods and/or services are ordered before year-end, Requesters should:

  • Allow five days for SCM to review your request, ask questions and obtain your authorization for changes (if necessary) before you leave for the summer.
  • Include the comment "FUND YEAR EXPIRING 6/30/2017" on the BearBuy requisition so the requisition may be prioritized appropriately.
  • Send a "heads up" email to [email protected] to notify SCM about time-sensitive orders.
  • Ask all vendors providing quotes to mark their fiscal year-end specials, if applicable. Mark these requisitions "QUOTE EXPIRING 6/30/2017" to aid us in appropriate prioritization.

LIEN REMOVAL (PO CLOSE) AND CHARTIELD CHANGE
Requests received in SCM by close of business Tuesday, June 6, 2017, will be guaranteed to be processed before fiscal year-end provided that the information in the request is accurate and complete. Lien removal requests (PO close) or chartfield changes with accurate and complete information received after June 6, 2017, will be processed on an as-received basis. SCM cannot ensure completion of requests received after June 6, 2017, but will make best effort to process these late submissions by fiscal year-end.

To help ensure requests to remove liens (PO close) or chartfield changes are processed before year-end, we urge departments to follow these guidelines:

  • Purchase Order with Expired Fund: Work closely with Contracts and Grants Accounting to check expiring funds. Forward any requests to close out Purchase Orders to SCM EARLY. BearBuy Match Exception Handlers will need to resolve all match exceptions prior to requesting closure of POs. Invoices must be paid before liens can be removed.
  • BearBuy PO Lien Removal (PO close): Use the BearBuy Change Order Request Form to request lien removal. Select “Close Entire PO (and Remove Lien)” as the Type of Change.
  • BearBuy PO Chartfield Change: Use the BearBuy Change Order Request Form to request a chartfield change. Select “Chartfield Change (Account Code)” as the Type of Change.

Please provide accurate and complete information on your requests. In the year-end crunch, incomplete and problematic requests may result in delay in processing due to necessary follow up. For any questions regarding fiscal-close procedures with your POs, please email [email protected].

Thank you for helping us to support your success.