2019-2020 Fiscal Year-End Close Deadlines and Information
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- May 17, 2020
KFS Requisition and PO
2020-21 Fiscal Year appears in drop-down box on KFS Requisition and PO. (Use for Recurring PO or Contracts that start after July 1).
- June 5, 2020
High Value or Contract Requisitions
Last recommended day to submit a High Value or Contract Requisition to ensure Procurement Services has sufficient processing and lead time to post in FY 2019-20.
POA for High Value, Contract, or Recurring Payment POs
Last recommended day to request Procurement Services to process a POA for High Value, Contract, or Recurring Payment POs. Comply with this deadline to ensure Procurement Services has sufficient processing and lead time to post in FY 2019-20.
Submit UCIBuy High Value based Requisitions in KFS
Last recommended day for generating High Value/UCIBuy Catalog Requisitions (>$5000 and/or containing any potential restricted commodities).
- June 17, 2020
The last recommended day for PALCard purchases to ensure the vendor/bank submits the charge by June 30.
- June 22, 2020
Close Fulfilled High Value POs or RPOs with Remaining Balances
Last day for appropriate Procurement Services Contract Manager/Contract Analyst to close fulfilled (no remaining payments, goods or services) High Value POs or RPOs remaining balances to release funds. Comply with this deadline to ensure Procurement Services has sufficient processing and lead time to post in FY 2019-20.
- June 26, 2020
PALCard In-Store Purchases
The last day for in-store PALCard purchases to ensure the vendor/bank submits the charge by June 30.
Recommended day to finalize UCIBuy Requisitions as APO’s in KFS
Last recommended day for submitting UCIBuy Requisitions meeting criteria for APO- Automated Purchase Orders (≤ $5000 and not containing restricted items) in KFS. It is recommended to notify departmental approvers that a Requisition has been submitted in approval workflow. Please contact your department Fiscal Officer for time-sensitive transactions.
- June 30, 2020
POs & Encumbrances
Last day to approve and encumber funds for Purchase Orders and Purchase Order Amends for FY 2019-20. High Value and Recurring Payment Requisitions require additional lead time – see previous “POA for High Value, Contract, or Recurring Payment POs” guidelines for details.
Last day for Contract Managers to close or void fulfilled (no remaining payments, goods, or services) POs with remaining balance, to release encumbered funds.
- July 1, 2020
New Fiscal Year PALCard Purchases
PALCard purchases made on or after this date affect FY 2020-21 funds and will not appear in KFS until after FY 2019-20 Period 12 closes.
- July 3, 2020
PALCard Reconciliation (PCDO)
Last FY 2019-20 PCDO Created date. Last day to approve PCDO eDocs created on July 3 will be July 10 after 8 p.m.
- July 10, 2020
PALCard Reconciliation (PCDO)
Last day to approve PCDOs. All unapproved PCDOs will auto-send after 8 p.m., regardless of date created.