Important 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:

  • Need to have a purchase order issued before fiscal year-end
  • Need to have a lien removed or chartfield change before fiscal year-end 
  • Need to submit invoices or expense reports for payment before fiscal year-end

Purchase Orders 

Approved BearBuy requisitions that are routed to SCM by close of business on May 31, 2019, for an amount of less than $50,000 with complete documentation, will have purchase order issuance before fiscal year-end. Approved requisitions received after May 31, 2019, if complete documentation is provided, will be processed on an as-received basis and SCM will do their best to issue the Purchase Order (PO) before June 30, 2019.
 
To ensure requests for goods and/or services are ordered before year-end, Requesters should:

  • Include the comment "FUND YEAR EXPIRING 6/30/2019" on the BearBuy requisition so the requisition may be prioritized appropriately.
  • Send a "heads up" email to your department-assigned buyer 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 6/30/2019" to aid us in appropriate prioritization.

Lien Removal (PO Close) and Chartfield Change

Requests received in SCM by close of business Friday, June 7, 2019, will 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 7, 2019, will be processed on an as-received basis. SCM cannot ensure completion of requests received after June 7, 2019, 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]

Accounts Payable

Accounts Payable (AP) must receive the following documents and requests by June 28, 2019, 5 p.m. to be processed for FY19:

  • Invoices
  • Check Requests or BearBuy Payment Request Forms
  • Meeting and Entertainment Forms
  • Approved MyExpense reimbursements

All items must be complete, accurate, legible, and the applicable POs must be open and valid to ensure processing by AP. Any requests received after June 28 with an invoice date of June 30 or before, will be posted in FY19 as time permits. Priority will be given to those requests received prior to the June 28 deadline. Accounts Payable opens for FY20 on July 15 and will begin normal processing.

The deadline to submit accrual requests to AP for invoices greater than $100,000 related to FY19 is July 24, 2019, noon. Send invoice accrual requests to Melissa Gee at [email protected]. The request must be  complete, accurate, and include the: 

•    Invoice, PO number, and if available other supporting documentation (i.e. proof of delivery, service agreement milestones, etc.)
•    Approval from the department Finance Manager confirming the invoice is ready to pay in the new year and that the chartstring is correct 

After July 24, 2019 only invoices greater than $300,000 will be reviewed and coordinated through designated control points for accruals.

BearBuy Match Exceptions invoice accruals are made by AP for invoices received, but not yet paid because of missing approvals.

Procurement Card 

All Procurement Card (P-Card) transactions for the June 25, 2019 statement period must be reallocated and approved in US Bank Access Online by July 3, 2019, 5 p.m. to be booked in FY19.

Thank you for helping us to support your success.