UF Purchasing
Year-End Information
If you have any questions concerning these procedures and deadlines, contact us at purchasing@ufl.edu or call (352) 392-1331.
Purchase Order Rollover Process
Updated 6/24/2012
Purchase orders on appropriated funds that have a balance at the end of this fiscal year will roll forward into the FY13 fiscal year with the same PO number and line numbers on 6/30/12. They will be the original purchase orders with new distribution lines on the 2013 CYFWD accounts.
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 392-1331.
Updated 6/25/2012
For Appropriated Funds (101-103, 105, 196, 221, 222) the following process should be followed:
1. POs no longer needed should be cancelled by change order or finalized on the last voucher per the Year End Memo instructions.
2. All amount only/blanket POs must be cancelled or finalized.
3. Any POs that are not cancelled by Purchasing or finalized by the department will be carried forward.
The following FY12 encumbrances are authorized to be carried forward:
- Established POs to outside vendors for the purchase of goods, but not amount only/blanket POs
- An estimated amount to allow for the payment of June services for service PO’s.
The PO Rollover process will be initiated by Purchasing Services to roll remaining PO’s to FY12. The PO number will not change from the existing FY12 number. FY12 PO distribution lines will be cancelled and a new distribution line will be generated for the same amount and classified as FY12 CYFWD (101-113) or CRRNT (191, 196, 221-222).
- The FY12 budget balance equal to the total of PO’s not cancelled or finalized will be moved to the FY13 budget (CYFWD or CRRNT as applicable) if adequate budget exists.
Cash Based and the 201/209 Grant Funds The cumulative budget feature of these funds will allow for PO’s to remain open across fiscal years. Although all PO’s funded by cash and budget based funds will remain open, departments should use this opportunity to clean up any PO’s no longer needed. Cancel or finalize PO’s per the instructions above.