UF Procurement

Year-End Information

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

Updated for FY2016 - End of Year Procurement Deadlines for Campus

 

May 5, 2016 - Requistions on appropriated funds for orders above $75,000 that require competitive bidding should be sumitted to Purchasing at the close of day.

June 14, 2016 - Deadline for submitting ALL Change Orders on outstanding current FY encumbrances, including for departments to request POs be cancelled for current FY.

June 17, 2016 - Deadline for requisitions to be encumbered against current FY appropriated funds must be input into myUF Market.

June 22, 2016 - Last day to approve PCard Transactions to ensure payment from current FY funds.

June 25, 2016 - Roll POs forward. Target is July 1, 2016.

Year End Memo for Procurement from Finance and Accounting

The PO Rollover process will run on June 25, 2016.

Purchase Orders on APPROP and STUGOV ledger groups will be relieved from the 2016 budgets over the weekend in the first step of carrying these purchase orders into fiscal year 2017. On the Budget Details screen this results in the appearance of having no funds encumbered. However, the purchase orders will actually be in an intermediate step in the rollover process.

PO 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 2017 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. New distribution lines will be 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 Procurement training online or in the classroom again to get the most up to date information about creating requisitions in My UF Market. To find available sessions, navigate to My Self Service > Training and Development in
the portal.

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