To:
From:
Subject:
Date:
Leadership Team
John Ginther
Cut-Off Dates for Year-end Closing
April 07, 2014
The college’s fiscal year ends June 30, 2014. The attached cut-off dates and procedures are to ensure
that all revenues and expenditures are recorded according to State policies. Please read and follow the
attached.
Placing orders directly with vendors and submitting payment on a “Request for Payment Form” is
circumventing our purchasing procedures and is not permitted. Vendors are notified to refuse service to
any individual from Bates who does not have the appropriate purchase order. Goods ordered directly
by individuals without an assigned purchase order may result in the items being returned to the vendor,
payment by the college being denied, or the determination that the individual is responsible for the
payment.
Please read and follow the attached procedures and adhere to the cut-off dates.
Please share with your staff as appropriate.
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If there are any questions, please let me know.
Fiscal Year 2013-14 Cut-Off Procedures
Purchasing/Expenditures
Purchase Requisitions and Change Orders
State regulations require all items must be received by June 30, 2014 in order to be charged in FYR 1314. State regulations also state that all items received by June 27, 2014 MUST be charged to FYR 13-14.
All items received after June 30, 2014 must be charged to FYR 14-15.
To meet these requirements the following cut-off dates and procedures will be in effect. All purchase
requisitions and change orders will be reviewed by Finance to ensure there is a budget to cover the
expenditures and that they are necessary.
Purchase Requisitions
1. Starting April 14th send all purchase requisitions and/or change orders (eRequester) to the Vice
President or Executive Dean responsible for the account. If they approve the purchase they will
forward the requisitions and/or change orders to Alexander Kenesson in General Services for his
review and approval. If it is denied they may be returned to the originator, and possibly
cancelled.
2. If Finance approves the request, it will be forwarded to the Purchasing Department. If not, it
may be returned to the Vice President and/or Executive Dean, and possibly cancelled.
3. All purchase requisitions must be received in General Services no later than May 3, 2014 at 4:00
p.m.
4. If an item will not be received by June 27th, or there are any other problems, notify the
Purchasing Department immediately. If an item is not received by June 30th delivery may be
denied or the cost will be charged to the new fiscal year’s budget.
Printing Requests – Bid Required
1. Starting April 14th send all printing requisitions that require a quotation to the Vice President or
Executive Dean responsible for the account. If the printing request is approved, it is to be
forwarded to Alexander Kenesson in General Services. If it is denied they may be returned to
the originator, and possibly cancelled.
2. If Finance approves the request, it will be forwarded to the Purchasing Department. If not, may
be returned to the Vice President and/or Executive Dean, and possibly cancelled.
3. All bid printing requests must be received in Finance no later than April 25, 2014 at 4:00 p.m.
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1. Starting April 14th send all non-quotation printing requisitions to the Vice President or Executive
Dean responsible for the account. If the printing request is approved, it is to be forwarded to
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Printing Requests – Quick Copy
Alexander Kenesson in General Services. If it is denied they may be returned to the originator,
and possibly cancelled.
2. If Finance approves the request, it will be forwarded to the Purchasing Department. If not, it
may be returned to the Vice President and/or Executive Dean, and possibly cancelled.
3. All quick copy printing requests must be received in Finance no later than May 5, 2014 at 4:00
p.m.
Credit Card Purchases
1. Starting May 1st all requests for use of the credit card must be approved by the Vice President or
Executive Dean responsible for the account. If the purchase is approved by the Vice President or
Executive Dean it must be forwarded to Kathy Valenzuela in Finance. If Finance approves the
request, it should be taken to the card custodian to pick up the card.
2. The last day to make purchases using the credit card is June 13th. Purchases for the 2014-15
fiscal year may begin July 1st.
Petty Cash
1. All requests to purchase goods through petty cash reimbursement must be approved in advance
of the purchase. This will require you to obtain approval from the Vice President over the
account before any purchases are made. The Vice President or Executive Dean responsible for
the account must initial and date the petty cash form. The form then must be taken to Kathy
Valenzuela in Finance. Only after the petty cash reimbursement request is approved by Finance
are you permitted to make the purchase.
2. All requests for petty cash reimbursement must be submitted to the petty cash trustee no later
than 4:00 p.m. on June 20th. No further petty cash purchases are allowed until after July 1st. If a
reimbursement request is submitted in the new fiscal year for purchases made in FYR 13-14, it
may be denied.
3. Petty cash trustees must have the RFP request to reimburse their petty cash funds into Finance
by 4:00 p.m. on June 30th so they expenditures can be recorded in FYR 13-14.
Travel
1. Submit all travel vouchers for travel occurring in FYR 2013-14 to Kathy Valenzuela in Finance by
4:00 p.m. on June 13th.
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3. All travel vouchers must be turned in by the 10th day of the month following that in which the
travel occurred.
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2. Submit any travel vouchers for a return date after June 13th and before July 1st immediately
upon completion of travel. Travel requests submitted in the new fiscal year for travel occurring
in FYR 2013-14 may be denied.
Emergency Purchases
If there is an emergency situation the purchase requisition, printing requisition, or request for the credit
card must be approved by the Vice President or Executive Dean responsible for the account and then
reviewed by Kathy Valenzuela in Finance. Sufficient budget must be available to cover the expenditure.
Payroll
Time Sheets (TLS)
1. Timesheets for work performed in June are due by 9:00 a.m. Tuesday, June 24th for the July 10th
pay date. Include all time worked through June 30, 2014.
2. If employees have a change in their work schedule after time sheets have been turned in, notify
the payroll office immediately of any changes. Send change notifications via e-mail to
payroll@bates.ctc.edu .
3. Any time worked in June that is not reported to payroll by the due date will be charged to the
new fiscal year.
4. All Extra Pay for Extra Work for the July 1, 2013 – June 30, 2014 must be reported in TLS by 9:00
a.m. Tuesday, June 24th for the July 10th pay date. Include all time worked through June 30,
2014
Accounts Receivable/Revenue
1. Submit all accounts receivable billing information (invoices, spreadsheets, other billing
documents) for work performed, or services provided in FYR 2013-14 to Finance no later than
4:00 p.m. on July 12th. This includes Home and Family Life, Continuing Education, Fire Service
Training, Business and Management, Shop Jobs, AND any other areas that bill outside entities
for services.
2. Submit all billing information for grants and contracts to Kathy Valenzuela in Finance by 4:00
p.m. on July 11th.
3. SBCTC grant billing information is due to Kathy Valenzuela in Finance by 4:00 p.m. on July 8th
Interdepartmental Transfers
Shop Jobs
Submit all interdepartmental transfers to Shirley Bell in Finance no later than 4:00 p.m. on July 11th.
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Submit all interdepartmental transfers to Shirley Bell in Finance no later than 4:00 p.m. on July 10th.
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Printing/Copying/Copier Rentals
Bookstore
Existing departmental requisitions will be closed at 4:00 p.m. on June 13st.
2014-13 Open Purchase Orders
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See next page
April 07, 2014
To:
Leadership Team
From:
John Ginther
Subject:
New fiscal year blanket purchase orders
Please submit your Blanket Purchase Order requests for the 2014-15 fiscal year to the purchasing
department by June 2, 2014. Departments are required to use eRequester for their blanket POs. If
they are not received by June 2nd, we cannot guarantee they will be issued by July 1st. This may prevent
you from making purchases are the beginning of the year.
Blanket Purchase Orders should be issued for unforeseen, repetitious, small repair and maintenance
type of items.
Blanket Purchase Order requests must:
1. Identify specific commodity groups that will be purchased off the Purchase Order.
2. Identify persons authorized to purchase from the Blank Purchase Order.
3. Identify a “Not to Exceed” dollar amount that you estimate is required for the2014-15 fiscal
year.
Please review the purchases on your current fiscal year Blanket Purchase Order to ensure that the “Not
to Exceed” limit is sufficient to cover your purchases for the new fiscal year and does not exceed the
budget for the fiscal year.
Blanket Purchase Orders will provisionally count as expenditures against your 2014-15 fiscal year
budget.
Blanket Purchase Orders are NOT to be used to purchase capital equipment or IT related equipment
or supplies.
A letter will be sent to the vendor with each purchase order issued establishing guidelines and
responsibility in accepting and processing our Purchase Orders. A copy of this letter is attached for your
information.
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If you have any questions or problems, please contact Alexander Kenesson at extension 7150.
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No single purchase should exceed $500.00 without prior approval of the Purchasing Department.
VENDOR
Enclosed is the current year (2014-2015) Blanket Purchase Order for the purchase of goods and services
for Bates Technical College. Upon recommendation of the State Auditor’s office and to become more
efficient within our college operations the following guidelines have been established. We are asking for
your cooperation in accepting and processing purchases against the Blanket Purchase Order.
ALL invoices must be mailed to Bates Technical College, ATTN: Accounts Payable, 1101 South Yakima
Ave., Tacoma WA 98405. FAILURE TO MAIL INVOICES TO THE ABOVE ADDRESS MAY RESULT IN
DELAY OR NON-PAYMENT OF INVOICE.
ALL invoices must include the Blanket Purchase Order number, issued for the CURRENT FISCAL YEAR.
Failure to include the number may result in return of the invoice or delay of payment. Invoices that
cannot be identified with a Purchase Order number will not be processed.
ONLY the commodities identified on the Blanket Purchase Order will be allowed to be purchased against
the Purchase Order. Commodities may be added or removed by the General Services Department by
issuing a Change Order form.
ONCE the “Not To Exceed” dollar limit has been reached on the Blanket Purchase Order, the Blanket
Purchase Order becomes VOID and no other purchases against it are authorized or will be paid for
unless officially increased by a Change Order form issued by the General Services Department.
ONLY the authorized personnel shown on the Blanket Purchase Order will be allowed to purchase
against it. Any other persons purchasing from the Blanket Purchase Order will be not accepted or paid
for. Authorized persons may be added or deleted through the Change Order form issued by the General
Services Department.
Please insure that the correct Purchase Order number is used per the department ordering and that
delivery is made to the specified location.
ANY SINGLE PURCHASE IN EXCESS OF $500.00 MUST BE APPROVED IN ADVANCE
BY THE GENERAL SERVICES DEPARTMENT.
ALL Blanket Purchase orders for the (2014-2015) school year end on June 30, 2015, unless canceled by
the General Services department prior to that date or unless the “Not To Exceed” dollar limit has been
reached.
We look forward to a successful school year and your cooperation is appreciated.
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John Ginther
Chief Financial Officer
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Thank you