Purchasing - Fiscal Year End Close Procedures

All 2008/09 year-end purchase requisitions exceeding $15,000 must be received in the Purchasing Office prior to May 22, 2009. All other purchase requisitions must be received in the Purchasing Office prior to May 31, 2009. Offices authorized to issue purchase orders are also required to adhere to this date.

All 2009/2010 year orders that must be processed prior to July 1, 2009 as "Budget" must be kept to a minimum. All 2009/2010 year orders must be invoiced and goods received after July 1, 2009. All 2009/2010 year orders for blanket purchases or annual maintenance contracts or any fixed expenses should be submitted to Purchasing prior to July 15, 2009.

Procurement Card purchases should be kept to a MINIMUM for the period June 5, 2009 through July 6, 2009.

Procurement Card reconciliations for June 2009 MUST BE reconciled and approved by July 24, 2009. (Let's make it as early as possible this year!)

Confirming Orders may be returned unapproved. A confirming order exists when goods and/or services have been received and there is no approved purchase requisition in the Purchasing Office.

All 2008-09 approved orders must be paid prior to August 01, 2009. This means ALL goods and services have been received and invoiced. You should NOT purchase from your 2008-09 funding unless you expect the goods and services to be received by close of business July 31, 2009.

Open purchase orders should be reviewed immediately to determine if they are valid OR if they are over-encumbered. Any changes should be processed or reported to the Purchasing Office.

Campus Recharge Services for the 2008-09 fiscal year (Postage, Duplicating, Telephone, and Automotive) will include transactions through May 22, 2009. All accounts will be reviewed for excess or deficit recharge balances and any reallocations necessary (to or from OTPS) will be posted June 10, 2009. Please remember to peruse your accounts via SMRT. Any questions regarding recharges should be directed to the appropriate service area.

SUNY System Administration has notified us that for fiscal year 2008-2009, revenue will be distributed to IFR Accounts through June 19, 2009. Any revenue received after this date will be posted after July 1st and to the new fiscal year (2009-2010).

At the close of the 2008/2009 fiscal year the uncommitted/unencumbered balances in State appropriations (accounts) will be institutionalized and lapse into campus savings. The savings will be used towards the overall Campus budget reductions.

If we may provide additional information and/or assistance, please feel free to contact us. Thank you!