Purchasing Deadlines for FY2016

Below are the final dates for processing fiscal year 2016 transactions.  There is no flexibility in these dates.  Therefore, you are urged to begin processing the remainder of your FY16 requests as soon as possible. 

Friday, March 11, 2016, was the deadline for submitting purchase requisitions for purchases requiring special approvals (motor vehicle purchases, competitive bids ($25,000 and over, not on statewide contract), sole source, and sole brand).  Since the deadline has passed, new requests submitted may not be able to be processed for FY16 due to time constraints

Friday, April 29, 2016, is the last day to make P-Card purchases.  Also, office supplies (Staples) must be ordered by this date.  Please verify with vendors that the transaction(s) will be posted by May 1st.  Use of the P-Card will resume on July 1, 2016.  Please plan accordingly.

Friday, May 6, 2016, is the last day to submit purchase requestsItems less than $25,000 – Bids are not required.  If the item is on statewide contract, you mustpurchase item from statewide contract vendor.

Funds should be available in your budget before making purchases using any of the above methods and ALL signatures should be obtained before sending PURCHASE REQUESTS to Purchasing Services. IT purchases (computers, software, etc.) and audio visual items (projectors, televisions, etc.) must be approved by UITS (University Information and Technology Services).  All purchase requests for academic departments must be approved by the Provost Office.

Friday, June 17, 2016 is the last day to request and return Petty Cash.

Friday, June 17, 2016 is the last day to turn in Agency Purchase Orders.

Friday, June 17, 2016 is the last day to turn in Travel Reimbursements.

Friday, June 17, 2016, is the last day to request FY16 Checks.

Please ensure that all personnel in your area of responsibility are aware of these deadlines.

If you have any questions or need assistance, please contact the following individuals:

Ricky Thomas, Director of Purchasing – 706-507-8274
Cindy Relford, Accountant, Travel Reimbursements) – 706-507-8495
Marla Smith, Associate Bursar, Petty Cash – 706-507-8858