Procurement & Payment Services

Deadlines for Submission of Requisition Forms for Fiscal Year 2011-2012 Expenditures

Please circulate this information within your department to any faculty or staff member that has responsibility for submitting requisitions to Procurement & Payment Services.

This serves as a reminder of the deadlines for submission of requisitions against fiscal year 2011-2012 allocations. The deadlines apply to State funding, income fund reimbursable (IFR) accounts, dormitory fund reimbursable (DIFR) accounts, rehabilitation or construction projects, and anything else processed through Procurement & Payment Services on a requisition form. The deadlines are necessary to ensure sufficient processing time before the end of the fiscal year, June 30, 2012. Between May and September of each year, the workload for Procurement & Payment Services becomes very heavy due to a high number of fiscal year-end requisitions and the requirement to expedite subsequent deliveries and payments prior to established State deadlines.

Deadlines for submitting requisitions are as follows:

April 20, 2012 - Deadline for submitting 2011/2012 requisitions totaling $20,000 and above, including ALL furniture orders (regardless of cost).

May 18, 2012 - Deadline for submitting 2011/2012 requisitions totaling $19,999 and below.

Any requisition submitted as an exception to these deadlines must be sent to the attention of Mark Stacy, Procurement & Payment Services, and must include a written request for exemption explaining why the requisition was not submitted prior to the deadline. Each requisition will then be forwarded to Lou Spiro, Vice President for Administration & Finance, for review and approval. Requisitions that do not include the written request for exemption will be returned with instructions for resubmission after the start of the next fiscal year, or in the case of reimbursements, processing from non-State funds.

It is not necessary to spend 2011-2012 funding with the fear that the funds will disappear. The following explains how unexpended funds are handled at the end of a fiscal year:

State Accounts
All unexpended balances for Personal Service Regular (PSR) overtime/holiday, temporary services, and S&E are returned to the respective divisional vice president. At the vice president's discretion these funds may be reallocated to divisional priorities for the next fiscal year.

DIFR Accounts
All unexpended balances for PSR overtime/holiday, temporary services, and S&E are returned to the DIFR fund for program priorities. No balances are returned to the vice president.

IFR and Summer Session Accounts
All unexpended cash balances remain in the IFR and Summer Session accounts and are rolled over to the next fiscal year, except for the following:

Technology Fee accounts for satellite lab support - unexpended balances are returned to the College Technology Council.
Administrative and M&O (maintenance & operating) Overhead accounts - unexpended balances are returned to the Vice President for Administration & Finance, except for the
Information Technology account balance which is rolled over to the next fiscal year.

If you have any questions about the deadlines, please contact Mark Stacy at ext. 5149. If you have questions about processes for unexpended funds, please contact Karen Riotto at ext. 5484.