Fiscal Year-End is Approaching; Please be Mindful of Key Procurement Dates

As fiscal year-end approaches, we ask that you submit your year-end requisitions per the following guidance.

Purchase requisitions must be approved in FMS by the following key dates in order to be dispatched by fiscal year-end.

  • Tuesday, September 3 for requisitions with a total purchase order (PO)/procurement value of >$25K to <$150K
  • Tuesday, September 10 for requisitions with a total PO/procurement value of <$25K
  • Tuesday, September 17 for eBuy requisitions

We will do all that we can to process your requisitions as quickly as possible. Please note the following:

  • Requisitions approved after the key dates listed above will be processed by Procurement only after all requisitions that were approved by the cut-off dates have been processed.
  • Approved requisitions must be accompanied by all pertinent information/documentation before they will be processed by Procurement. Make sure a point of contact is identified who will be available to provide any missing documentation and, if needed, clarify requirements with the buyer.
  • Take into consideration:
    • Total PO value. The total PO value is not just the requisition total, but the full value of the PO, including optional extensions.
    • Supplier lead-time. Include ample lead-time to allow the supplier to:
      • Onboard prior to starting work (supplier setup; complete safety, insurance, and/or other Lab requirements related to the work)
      • Deliver the goods/provide the services

Procurement complexity/total PO value drives cycle times. Please note the following estimated cycle times based on the total PO value:

  • Purchases >$150K in total PO value may take 3 to 6 months or more to process depending on complexity.
  • Purchases >$500K in total PO value may take 6 months or more to process depending on complexity.

For information and key dates related to FY19 receiving and service accruals, contact your division resource analyst and/or the Fiscal Year-End Close Wiki (click here to access).

Should you have a critical need or an emergency situation after the key procurement dates, please contact one of the individuals listed below.

If you have any questions, please contact the Procurement Help Desk at [email protected]