Fiscal Year Transition

To transition smoothly into the new fiscal year, departments will need to

End of FY22 Deadlines

Invitation for Bids (IFB) and Requests for Proposals (RFP) Deadline. The deadline for submission of FY22 BearKatBuy Requisitions for Invitation for Bids and Request for Proposals is June 3, 2022 by 5:00PM. Please ensure that specifications and all attachments such as drawings, cut sheets, etc. are attached to the requisition.

BearKatBuy Requisitions Deadline. Last day for submission of FY22 requisitions must be in the Procurement Approval Queue on August 26, 2022 by 5:00PM. Please ensure all required attachments are included with your requisition.

P-Card - The P-Card can be utilized through the end of the fiscal year. P-Card transactions requiring a Technology Acquisition Approval (TAA) must have an approved TOA form issued from IT@Sam by August 1, 2022 at 5:00 p.m. The billing cycle for the P-Card will end on September 2, 2022 at midnight. You may begin generating your Expense Reports on Tuesday, September 6, 2022. In an effort to ensure that all payments are made in a timely manner, all transactions (state, agency, grant, and local) must be reconciled and submitted in Chrome River by Friday, September 9, 2022 at 3:00 p.m. Any transactions utilizing STATE/APPROPRIATED funds during this billing cycle will be paid from FY 23 funds.

If departmental transactions are not fully reconciled and submitted by the deadline of September 9th, Procurement will intervene and apply them to FY 22 departmental funds so the bill can be paid on time. If you are a new delegate and require reconciliation training within Chrome River, please contact Procurement to set up a date and time for training before the September 9th deadline. Any transaction that does not post to your account during this billing cycle will be paid out of FY 23 funds.

Cleanup of Open Orders and Incomplete Requisitions

During the months of May, June, July, and August the Procurement Department will be running reports that show incomplete documents and open purchase orders so that we can work with Departments to get these items closed out or completed to allow for a successful close out process for end of the fiscal year. Working these reports will be an ongoing process for the balance of FY23 that will require the efforts of Departments as well as Purchasers. Cleanup will include removing left over balances on orders that are no longer needed, such as open/blanket orders, deleting Requisitions that were never completed but are holding funds or have an "open" status in Banner.

Renew Services for FY23

Renew Copier Rental/Lease. Procurement will prepare all requisitions for existing rental/lease copiers as draft carts based on departments FY22 contracts and requisitions. Draft carts will be assigned by Procurement to the department to add the FOP and for submittal in BearKatBuy for workflow approvals.Departments will still be responsible for submitting a separate requisition for overages as a blanket order. Key information to include on the requisition includes FY22 purchase order number, equipment serial number, and the building and room number where the equipment is located.

Renew Rental/Lease of Equipment, Maintenance, and Services. Yearly rental/lease of equipment, maintenance, and services do not automatically renew each fiscal year. Departments must submit a new requisition for continuation of these agreements. Identify any changes from FY22 that are required for the next fiscal year. Key information to include on the requisition includes FY22 purchase order number, equipment serial number, and the building and room number where the equipment is located. Attach any renewal reminder notices, maintenance and service agreements/contracts (consult PRE-05 to determine who has signature authority on agreements/contracts) to the BearKatBuy Requisition. For owned copier maintenance, provide an estimated copy count for black and white and color copies. The cost of copier maintenance is based on a department's estimated annual usage so a requisition cannot be processed without an estimated copy count for the upcoming fiscal year.

Renew Water Services. Some departments only purchase bottled water (account code 731500) while other departments purchase water along with rental of a dispenser (740600), purchase cups (730000) and pay the surcharge (721000). Please include a FOAP and dollar amount for each of the items above, as applicable, to your department's order.

Renew Delivery Services. Indicate the vendor (FedEx, UPS) you want to utilize, the estimated annual dollar amount and the vendor assigned account number for your department. Procurement will not process a requisition for delivery services (account code 728600) that lacks a vendor assigned account number.

Starting FY23 Purchases

FY23 Budget Availability Date. FY23 BearKatBuy Requisitions cannot be processed until the FY23 budget period is opened by the Controller's Office on or about July 15, 2022 for end user to submit requests for FY23 purchases.

FY23 Accounting Date. All FY23 Requisitions must have an ACCOUNTING DATE of SEPTEMBER 1, 2022 or LATER. See our FAQs for how to change the Accounting Date.

New Copier Deliveries. Departments may submit a BearKatBuy requisition on or after July 15, 2022 with an accounting date of September 1, 2022 or later. All Departments may use either the BearKatBuy Punch-Out Suppliers (required for non-Academic Departments) or can obtain a vendor quote for a copier that references a group, DIR, or TXMAS contract and attach the quote to the requisition. Additional key information to include on the BearKatBuy requisition includes:, Equipment serial number, the building and room number where the equipment is to located, and any agreements/contracts (consult PRE-05 to determine who has signature authority on agreements/contracts).

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