Budget Transfers
Budget transfers between 02 accounts must be submitted to Christy Landsaw in the Budget Office by March 31, transfers within 02 accounts must be submitted by May 14, and transfers within all other accounts must be submitted by May 28, 2010. Christy may be reached at landsaw@nsuok.edu, or extension 2192.
Purchase Requisitions
PRs for equipment or supplies in excess of $25,000 must be entered into the purchasing system and approved by the account sponsor by May 17 to use 2009/10 funds.
Requests for equipment or supplies in excess of $2,500, but not more than $25,000, must be purchased by competitive shopping or through state contract. Competitive shopping for items costing between $2,500 and $7,500 may be done by the department. If purchasing items over $7,500, please contact the Purchasing Office for competitive shopping assistance. Items that are to be bid and funded by this year’s money must be entered and approved by the account sponsor by May 27. Items under state contract must be entered and approved by June 19, 2010.
Purchase requests for less than $2,500 to be charged to fiscal year 2009/10 must be approved by the account sponsor by June 24. Please contact Jerry Cozby at cozby@nsuok.edu, or extension 2170 with questions.
Interdepartmental Purchase Orders
Copier, telephone, and postage charged to your 2009/10 budget will be final paid after the May 31 billing. Copier, telephone and postage charges for June 2010 will be paid out of the 2010/11 budget.
All other IDPO’s for 2009/10 will be active through June 19. Any charges after this date will be charged to FY 2010/11 accounts.
Blanket Purchase Orders
Blanket purchase orders may be used through June 30 for goods received on campus by this date. Items received after June 30 against a blanket PO will be charged against 2010/11 funds. Purchase requisitions for 2010/11 may be entered in the accounting system as soon as budgets are available, which is expected to be July 01.
Purchasing Card
Purchasing Card transactions made after June 30 will be charged to next year’s budget. Please remember to encumber funds prior to using the card in fiscal year 2010/11.
Outstanding Purchase Orders
Outstanding purchase orders should be reviewed on a monthly basis. At year end, particular attention should be given to any outstanding balances. Purchase Orders for which all merchandise or services have been received and final payments have been made should be cancelled. Requests to cancel outstanding encumbrances should be submitted to the Purchasing office by July 16.
Payment of Invoices
All invoices for goods and services received during fiscal year 2009/10 should be paid prior to July 31. Please make an extra effort to ensure that these invoices are forwarded quickly to the Office of Business Affairs. Questions about invoices, IDPO payments and purchasing card transactions should be directed to Barbara Burnett at burnett@nsuok.edu, or extension 2183.
Payroll
The biweekly payroll for work performed during the period May 30 through June 12, will be posted to accounts on June 25. This will be the last biweekly payroll charged to your FY10 account. Rick Manes at manesr@nsuok.edu, or extension 2036 will answer questions related to payroll.
We appreciate your help in closing the fiscal year smoothly. Please contact me at extension 2187, or email catrons@nsuok.edu if you have any questions or concerns related to the end of our current accounting period.