UF Purchasing

Year-End Information

If you have any questions concerning these procedures and deadlines, contact us at purchasing@ufl.edu or call (352) 392-1335.

Updated for FY2014

Purchase Orders on APPROP and STUGOV ledger groups were relieved from the 2014 budgets over the weekend in the first step of carrying these purchase orders into fiscal year 2015. On the Budget Details screen this results in the appearance of having no funds encumbered. However, the purchase orders are actually in an intermediate step in the rollover process.

The relief of prior year encumbrances in order to re-establish carry forward encumbrances is a normal and anticipated process of PO Rollover and is not cause for concern. No action is required on the part of departmental fiscal staff.

Once the 2015 budget is established and becomes available, encumbrances will show on the Budget Details screen in the new budget period and reference. Purchase order numbers and PO line numbers will not change and will be available on carry forward budget when vouchering returns to campus on Monday July 7, 2014. New distribution lines have been created on POs that ended with a valid budget on the funds identified in the year end memo. These new distributions will indicate the CYFWD balance.

PO ROLLOVER QUICK FACTS

Reminders:

•  Amount only purchase orders for goods should include a description
of the items that will be bought, have the date range the PO is
effective (usually the fiscal year period) and authorized users in the
description.  For a quick refresher about amount-only requisitions,
please see http://www.purchasing.ufl.edu/departments/faqs.asp#amount.

•  Requisitions for goods and services should have a specific
description describing the purchase to the vendor.  Remember that the
requisition title is for you but the description is for the vendor so
it should include everything they need to fill your order.  Goods
requisitions should include the make and model number for goods.
Service descriptions should include the rate of service, the beginning
and end dates of the service, and specific deliverables.

•  Remember the importance of distributing by amount or quantity - this
impacts the vouchering process.  If you don't remember, consider
attending the Introduction to Purchasing in myUF Market online or in the classroom again class to get the most up to date information about the creating requisitions. To find available sessions, navigate to My Self Service > Training and Development in
the portal.

If you have questions about any purchasing process contact purchasing@ufl.edu or call 392-1335.