Date: March 12, 2008
To: Deans, Directors, Division Business Representatives, Department Chairpersons, and Department Contacts
(For distribution to those involved in preparing requisitions and processing financial transactions)
From: Al Benzschawel, Director of Accounting Services
Mike Hardiman, Director of Purchasing Services
Subject: Deadline dates for FY08 requisitions and transactions and encumbrance dates for FY09 requisitions
Below you will find instructions and tables that will assist your staff in processing FY08 requisitions and transactions and also advise them of encumbrance dates for FY09 requisitions.
FY08 Requisition Deadlines
All FY08 requisitions must arrive at Purchasing Services by 12:00 PM on the date indicated in the timetable in order to guarantee processing before year-end. The same time requirement applies to requisitions on Materials Distribution Services (MDS) accounts. Please consider the time needed for Department and Dean/Director approval, and campus mail delivery in order to meet these deadlines.
NOTE: All internal and external goods or services ordered after May 31, but expected to be invoiced by June 26 and received by June 30, must be encumbered or charged to the current fiscal year. All other orders after May 31 expected to be received after June 30 must be charged to the new fiscal year.
FY09 External Requisition Encumbrance Dates
Beginning May 12, 2008, FY09 external requisitions may be created in the external Requisition Generator in MyUW and submitted to Purchasing Services (21 N. Park St. Suite 6101) for processing. Prior to May 12, your FY09 funding will not validate in the external Requisition Generator in MyUW. Encumbrances will not begin to occur until after July 2, 2008 when posted to SFS. FY09 purchase orders including maintenance agreements, lease purchases, and rentals will be mailed as they are processed. Department phone-in authority for FY09 best judgment orders (less than $5,000) may not be used for materials or services which will be received or invoiced before July 1, 2008.
Summer Session requisitions will follow the guidelines for normal fiscal year separation of transactions, meaning that items expected to be received by June 30, 2008, should be processed as FY08 requisitions and items expected to be received July 1, 2008, or later should be processed as FY09.
Deadline Dates for Processing FY08 Transactions
Be advised that transactions received by the dates stated on the timetables could be returned to you if there are problems or questions (e.g., insufficient information, inappropriate or invalid purchase order numbers, items on an invoice not on the purchase order, etc.) Payment will be processed when the transaction is problem-free (most likely in FY09).
Transactions received after these dates will be processed on a first-come/first-served basis. Changes will be applied to the funds in the fiscal year in which they are processed.
If you have any questions, call Dave Diericks at 262-6360 (internal invoices, internal work orders, and payment transfer requests), Jan Richardson (TERs, and PIRs) at 262-5656, or Jeanne Schiro (external invoices, direct payment billings, employee reimbursements,) at 262-0525.
Please share this information with all appropriate staff. This memo, along with the attached tables, is also available on the Business Services Homepage under both Purchasing Services and Accounting Services. The calendar of year-end cut-off dates for processing FY08 transactions is now available on the Accounting Services web site at http://www.bussvc.wisc.edu/acct/fycal.html. This calendar can also be accessed through the Accounting Services Homepage. If you have any questions contact Dave Diericks or Jan Richardson.
xc: Travel Contacts
Delegated Agents
Donald L. Miner, Business Services
Mike Marean, Materials Distribution Services
Al Friedman, University Communications
Dan Michalski, UW Madison Printing Services
Timetable for Processing FY08 Requisitions