END OF FISCAL YEAR 2007-2008
END OF FISCAL YEAR 07/08 ~ START OF FISCAL YEAR 08/09
Fiscal year 07/08 ends June 30, 2008. We ask your help in carefully adhering to the deadlines outlined below. The Controllers’ Office works hard to close the College’s books promptly and accurately in order to meet external auditor schedules. It is extremely important to stay within these deadlines.
Please forward copies of this memo to all involved personnel in your departments.
1) Invoices:
To be included in the 2007-2008 budgets, goods/services must be received/provided by June 30, 2008 and the accompanying completed/approved Accounts Payable Voucher or Expense Reimbursement Form must be received by the Controller’s Office by July 11. Please resolve any delivery and invoicing issues as soon as possible. If you have not received goods previously ordered, please contact the vendor and/or Purchasing to resolve any issues holding up delivery. If you receive the goods/services (by June 30) but not an invoice, please request one from the vendor so you can comply with the July 11,2008 deadline.
2) Requisitions:
Please submit all remaining requisitions for purchases from FY’07/08funds to the Purchasing Department by Friday, May 30, 2008.
3) Open Orders:
Advise the Purchasing Department immediately of any overdue orders so that they can expedite delivery. Call Pat Morrier at x 2232 or Linda Hiesiger at x 2231.
4) Blanket Orders:
Please stop ordering off of the FY’08 Blanket Orders by Friday, June 20, unless the vendor assures you the goods will be received prior to the end June (so the invoice may be processed by the July 11th deadline).
Renewal requisitions for all FY’08/09 Blanket Orders should be sent to the Purchasing department by Friday, June 13. For your convenience:
- If you had a Blanket Order with a vendor in FY’08, please consider using your Procurement Card instead of a Blanket Order. Please verify that the vendor accepts MasterCard. (To apply for a Procurement Card, call Marisabel Alvarez at x 2436)
- If you had a Blanket Order with a vendor in FY’08, you do not need to do a new requisition form for FY‘08/09,just make a copy from your present Blanket Order with any changes noted. Mark the copy: “RENEW for FY’08/09,sign it and forward it to the Purchasing Department.
- Blanket Orders with very little or no activity should NOT be renewed. If your per order transaction amount is less than $2,000 simply use your procurement card. Please verify that the vendor accepts MasterCard. (To apply for a Procurement Card, call Marisabel Alvarez at x 2436.)
If you want to request additional Blanket Orders, please call Purchasing. They will work with you to review past order history, recent requirements, and help you decide if a new Blanket Order will suit your needs.
5) FY’ 08/09 Fall Opening:
Please submit requisitions for those items of educational supplies, equipment, repairs, etc., on which you want delivery by fall opening. These orders will be placed for delivery after
July 1, 2008 in order that payment may be made from FY’08/09 funds. These requisitions should be dated July 1, 2008. Submit them as soon as possible to allow time for processing bids and purchase orders. Generally, allow 3 weeks for bid processing and 1 week for order placement. Bid processing and order placement will take place during June in order to ensure delivery as soon after July 1, as possible. Please indicate desired delivery date. Bidding and price checking are very important ways for us to help you save budget dollars.
If you have any questions or concerns, or if you anticipate difficulty in complying with the above requests, please call Pat Morrier at x2232, Linda Hiesiger at x2231 for Purchasing related issues or Trish Rockett at x2229 for Controller’s Office items.
