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.

  • Construction – Laura Crosby, lbcrosby@lbl.gov
  • Research and Development – Michelle Garcia, mvgarcia@lbl.gov
  • Services – Laura Sanders, lsanders@lbl.gov
  • Goods (>$25K) and Technology – Kathee Roque, kfroque@lbl.gov
  • Goods (<$25K) – Vincent Cheung, vkcheung@lbl.gov

If you have any questions, please contact the Procurement Help Desk at ProcurementHelp@lbl.gov.