Fiscal Year Transition

End of FY20 Deadlines

Invitation for Bids (IFB) and Requests for Proposals (RFP) Deadline. The deadline for submission of FY20 BearKatBuy Requistions for Invitation for Bids and Request for Proposals is June 5, 2020 by 5:00PM. Please ensure that specifications and all attachments such as drawings, cut sheets, etc. are attached to the requisition.

BearKatBuy Requistions Deadline. Last day for submission of FY20 requisitions must be in the Procurement Approval Queue on August 28, 2020 by 5:00PM. Please ensure all required attachments are included with your requisition.

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 FY20 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.

Starting FY21 Purchases

FY21 Budget Availability Date. FY21 BearKatBuy Requisitions cannot be processed until the FY21 budget period is opened by the Controller's Office on or about July 15, 2020 for end user to submit requests for FY21 purchases.

FY21 Accounting Date. All FY21 Requisitions must have an ACCOUNTING DATE of SEPTEMBER 1, 2020 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 2020 with an accounting date of September 1, 2020 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).

Renew Copier Rental/Lease. Procurement will prepare all requisitions for existing rental/lease copiers as draft carts based on departments FY20 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 FY20 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 FY20 that are required for the next fiscal year. Key information to include on the requisition includes FY20 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.