Our office is open by appointment only and is currently practicing social distancing. We are available to answer your questions. Please refer to our staff directory for contact information.
Procurement Fiscal Close Dates
Our office is open by appointment only and is currently practicing social distancing. We are available to answer your questions. Please refer to our staff directory for contact information.
- May 16
KFS Requisition and PO
2023 Fiscal Year appears in drop-down box on KFS Requisition and PO. (Use for Recurring PO or Contracts that start after July 1).
- To encumber 'next year' funds (FY2023), the order must be a Recurring PO or orders where a contract and/or services begin July 1 or later. The requisitioner will need to select 'Year: 2023' within the requisition and check the Recurring Payment box in the Payment Info tab (begin/end dates must be added). Requisition’s submission before July 1 is for departments that need to set up recurring or contract orders in advance if they are needed immediately as of July 1.
- All non-recurring or non-contract orders (such as supplies, equipment, or one-time purchases) intended for New Fiscal Year encumbrance should not be submitted before July 1. Please note: High value or restricted items will route to Central Procurement for review.
- Effective July 1, anything created will be for FY2023. All Open POs that still have balances at the end of Period 12 (FY2022) will carry over to FY2023.
- To encumber 'next year' funds (FY2023), the order must be a Recurring PO or orders where a contract and/or services begin July 1 or later. The requisitioner will need to select 'Year: 2023' within the requisition and check the Recurring Payment box in the Payment Info tab (begin/end dates must be added). Requisition’s submission before July 1 is for departments that need to set up recurring or contract orders in advance if they are needed immediately as of July 1.
- June 1
High Value/High Risk or Contract Requisitions
Last day to submit a High Value/High Risk or Contract Requisition to ensure Procurement Services has sufficient processing and lead time to post in FY 2021-2022. Efforts will be made to approve submissions after this date but cannot be guaranteed.
POA for High Value/High Risk, Contract, or Recurring Payment POs
Last day to request Procurement Services to process a POA for High Value/High Risk, Contract, or Recurring Payment POs. Comply with this deadline to ensure Procurement Services has sufficient processing and lead time to post in FY 2021-22. Efforts will be made to approve submissions after this date but cannot be guaranteed.
- June 24
Close Fulfilled High Value/High Risk POs or RPOs with Remaining Balances
Last day to request appropriate Procurement Services Contract Manager/Contract Analyst to close fulfilled (no remaining payments, goods, or services) High Value/High Risk POs or RPOs with remaining balances to release funds. Comply with this deadline to ensure Procurement Services has sufficient processing and lead time to post in FY 2021-22. Contact Procurement Services for time-sensitive transactions. PO Balances that are not closed in time will carry forward to the next fiscal year.
- June 30
POs & Encumbrances
- Last day to finalize and encumber funds for Purchase Orders and Purchase Order Amends for FY 2021-22. High Value/High Risk and Recurring Payment Requisitions require additional lead time – see previous “POA for High Value/High Risk, Contract, or Recurring Payment POs” guidelines for details.
- All amends, new POs (for FY 2021), close or void requests must be finalized by 8 p.m.
- Last day for contract managers to close or void fulfilled (no remaining payments, goods, or services) POs with remaining balance, to release encumbered funds.