Purchasing Department Updates
Business Office AA/FM Roundup
February 24, 2016
2016 Requisition Deadlines
In order to expedite the closing of the fiscal year 2016 for all
unrestricted organizations and grant funded organizations; the
Purchasing Department will adhere to the following cut-off dates
for all online Banner requisitions:
• Capital Budget (Equipment, etc.)
Friday, April 29,2016
• Operating Budget (General Supplies)
Tuesday, May 31,2016
• Grant Funded Organizations - 90 days prior to the end of the grant
period
Requisition Approvals
The online requisitions approved by the Financial
Managers received on or prior to May 31st will be
processed in the normal manner, provided the goods or
services are delivery date on or before August 31st or
by the end of the grant period.
The time frames listed above should allow sufficient
lead time for orders of goods and services to be
delivered or completed (received, invoiced and paid)
prior to the end of the fiscal year and/or the end of the
grant period.
Requisition Deadline Process
Requisitions received on or after June 1st must be
approved by the Division Vice President and College
President.
The Purchasing Department will obtain the required
approvals from the Vice President and President.
Additional approvals: Technology, Software, Furniture,
Audio Visual and STC Logo
Physical Inventory
Dates
Process
1 March 1, 2016 – March 11, 2016
Financial Manager or Proxy
Will need to run the Argos Inventory Report by
Financial Manager
2 March 21, 2016 – April 30, 2016
Financial Manager, Custodians, or Proxy
Begin and complete the Inventory Verification
Process
3 May 2, 2016
Financial Manager
Must submit the Certification of Completion Form
online through Jagnet
Consultant Travel
•As of February 5, 2016, a new account
code has been created for Consultant
Travel.
oNew Account Code – 714527
Consultant Travel Expenditures
oPrevious Account Code – 730029
Travel – Consultant Expenditures
Travel Authorizations
•Airfare pricing is volatile and not guaranteed.
•Airfare is limited up to $1,000
•Recommend online check starting at 24 hours
prior to flight
•Most flights are e-ticket and traveler receive
final itinerary with a purchase order number
via email directly from Purchasing.
Car Rentals
• All vehicle rentals require an online Banner
requisition even if the reservation is booked through
Shands
oNot recommended if flight cancelled or flight delayed
• Use EAN Holdings (Enterprise) A00464965 and
mention corporate account #s to assure corporate
pricing.
• Enterprise Corporate Account: TXJ1080
House Bill 1295
• Business Entity must:
o Complete Form 1295 on the Texas Ethics Commission
(TEC) website
o Provide an original or copy of the notarized Form 1295
to South Texas College
• College must:
o Record the certificate number on the TEC website
• TEC must:
o Acknowledge receipt of the Form 1295 Certificate to
the College
Purchasing Updates
Questions
Thank you