Link to the complete YEAR-END 2008 CUT-OFF PROCEDURES

Professional Service Contracts:

New Professional Service Contract Requisitions which will include 2007-2008 fiscal year activity must be received by the Purchasing Department by 5:00 PM Wednesday, June 25, 2008 in order to ensure processing in the 2007-2008 year.

Requests for 2007-2008 fiscal year payments on currently established Professional Service Contracts will be processed for payment if received in the Invoice Audit Department, 103 Angell Building by 8:00 AM Thursday, July 3, 2008.

Supplies & Services Accounts (11-XXX3):

All departments should check their records and take whatever action is necessary to obtain billings and process vendor invoices for supplies and services that are received prior to July 1, 2008. Requisitions for supplies from Stores to be charged against funds for 2007-2008 must be received at Stores by 5:00 PM Monday, June 30, 2008. Payment for travel will be based upon the actual period of travel. Travel expenditures incurred through June 30 should be claimed on vouchers submitted by 5:00 PM Thursday, July 3 so that 2007-2008 funds will be charged. In those cases where the period of travel encompasses June 30, the expenditures will be charged to the fiscal year in which the travel predominately took place.

Requisitions for equipment to be encumbered against funds for 2007-2008 must be received by the Purchasing Department by 5:00 PM Friday, May 30, 2008, in order to ensure processing in this fiscal year. For General Fund Accounts, available funds will be carried forward up to the amount of equipment encumbrances (object class code 090). The equipment capitalization threshold is $5,000; unpaid equipment received by June 30, 2008 must be reported to the Inventory Department by 5:00 PM Monday, July 7, 2008 (regardless of when invoice is paid).

Physical Plant job orders to be encumbered against funds for 2007-2008 must be estimated by Physical Plant and approved by the department by 5:00 PM Friday, June 6, 2008, in order to ensure processing in this fiscal year.

Due to build-out times by the manufacturers, requisitions for furniture and office landscaping must be received by the Purchasing Department by 5:00 PM Friday, April 11, 2008, to guarantee shipment and invoicing by June 30, 2008. Since these items are generally not coded as equipment, encumbrances for them will not result in a carry-forward of funds.

MSU Purchasing Card Transactions:

Departments are encouraged to not delay transactions until late in June. Our bank must record card transactions by June 30, 2008 to charge 2007-2008 funds. The bank cannot record a transaction until the vendor submits it for deposit.

Vehicle Requistions:

Manufacturers have announced build-out for state contracts. Requisitions not already submitted to Purchasing can be accepted on a “will try” basis only. For more information, contact Melinda Phillips; her phone number is 355-0357, extension 144.

Special Notice Regarding Purchase Requisition Approvals:

Please note, the following is for your information only. Departments are instructed to complete year-end paperwork processing according to the deadlines and time frames specified above.

The Purchasing Department processes all purchase requisitions through the e-Plus System (whether or not the client unit is using e-Plus to submit requisitions). Certain required central administrative requisition approvals are now being accomplished electronically and no longer need to be obtained on paper requisition forms. Specifically, those approvals are Accounting, Contract and Grant Administration, Provost, Vice Provost for Libraries, Computing and Technology. In order for a purchase order to be issued (and recorded on the fund ledger) by June 30, the above approvals must be obtained by 5:00 PM Monday, June 30, 2008 (in addition to meeting other processing deadlines noted in this letter).