July 1, 2015
OFFICE OF BUSINESS AFFAIRS MEMORANDUM FY 15-50
Distributed via Campus Email
To:
All Employees
From: Corey Bradford
Senior Vice President of Business Affairs
Re:
Purchasing and Travel Year-End-Deadlines
Below is the schedule for fiscal year end (August 31, 2015) purchasing and travel
deadlines. It is important to review the schedule closely, assess your purchase and
travel needs, and take necessary measures to ensure your requisitions, L-docs, E-docs,
and travel requests are received in the appropriate office by the applicable deadline
date.
Fiscal
Year
2015
2015
2015
2015
2015
2015
2015
2016
Description
All travel through the end of June 30,
2015
All travel through the end of July 31,
2015
August 2015 travel (submitted within 5
business days of the trip completion)
State Contract Orders
Other Purchases over $25,000 or
delivery is required by September 1st
Other Purchases Under $25,000
(requisitions only)
Interdepartmental Orders (IDO’s)
Service Contracts Renewal or
Extensions
Final Date to
Submit
July 24, 2015
August 7, 2015
August 21, 2015
August 7, 2015
July 17, 2015
August 7, 2015
August 7, 2015
July 10, 2015
Due to shortened year-end deadlines, documents will not be accepted late. For travel
reimbursement request not submitted within the indicated deadlines, the
encumbrances will be liquidated (i.e. late travel will not be reimbursed in the next fiscal
year). If a traveler is expecting reimbursement, it is his/her responsibility to see that
properly completed documents and proper receipts are submitted in Concur in a
Office of Business Affairs
P.O. Box 519; MS 1300
Prairie View, Texas 77446
Phone (936) 261-2150
Fax (936) 261-2159
VPBA Memo FY 15-50
June 29, 2015
Page 2
timely manner. The University assumes no responsibility for payment of improperly
documented expenses or expenses outside the travel rule allowances.
FY 2015 funds may not be used to purchase services or consumable goods (i.e. paper,
pens, postage stamps, etc.) for use in FY2016. Orders for consumable goods must
reasonably be expected to be consumed during the current fiscal year.
Actions Items for FY 2015
Activity
The FY 2014 and prior year
Purchase Orders will be
cancelled
Important notes
Responsible
Actions to be taken by
Business Affairs
Department
Office
Procurement Office o Verify Purchase
Orders and determine
whether goods or
services have been
received and notify
Accounts Payable.
o Forward applicable
invoices to Accounts
Payable by August 3,
2015
FY 2015 IDO’s will be liquidated
by August 31, 2015.
Budget Office
Travel encumbrances for travel
beginning on or before June 30,
2015 will be liquidated as of August
31, 2015.
FAMIS will be available for
submission of FY 2016 purchases
on August 3, 2015.
Travel Office
Procurement Office
Verify Interdepartmental
Orders (IDO) and determine
whether goods or services
have been received.
o Submit applicable invoices to
General Accounting by
August 21, 2015
None
o
Document (DOC) Year’ on screen
250 and the ‘FY’ on screen 254
must be manually changed on
each requisition.
Your cooperation is essential in the above-mentioned matters. Adherence to the
deadlines is necessary to ensure a smooth transition to the next fiscal year. Thank you in
advance for your cooperation. Please see contact information below:
Purchasing questions may be directed to the Procurement Office
IDO questions (other than billing) may be directed to the Budget Office
IDO billing questions may be directed to Accounting Services
Travel questions may be directed to the Travel Office
Invoice questions may be directed to Accounts Payable
xc:
Dr. George C. Wright
Mrs. W. Kay Peavy
Mr. Rod Mireles
261-1902
261-2204
261-1901
261-1974/173
261-1902