FUNDING

Cutoff Dates for Purchases Using Annual Funds Expiring at Year End

Exempted Products, Services, and Funds (Purchase Method Determinations): The areas of support that are not centrally managed by the Procurement Office are stated at front of this document. Certain products and services are exempted from the Procurement Code by the Budget and Control Board. These items are listed in Appendix 4. Exemption from the Procurement Code, does not in all cases mean exemption from control by the Procurement Office nor exemption from good business practices. The level of competition and approvals required will be determined by the Director of Procurement according to 11-35-710 and 19.445.2010 of the Procurement Code. Consequently, regardless of potential exempted status, all Requisition/Request will be submitted to the Procurement Office for a purchase method determination unless that determination has already been made, in writing. A determination, for general application, must be published in the Procurement and Supply Services Manual. Specific, Limited Purchase Method Determinations may be issued by the Director of Procurement in letterform to the individual with a copy to the Controller.

Wholly Derived Funds: Each request for purchase under Procurement Code section 11-35-710(6) "Wholly derived funds", must refer to the certification of the Controller that the funds cited are, in fact, wholly derived according to the definition in the Code and therefore exempt. (See Exempted Funds for additional guidance.) According to the Code, these funds can not be used to purchase construction, architect-engineer services, construction management, or land surveying services.

Encumbrances: All purchase requisitions entered electronically into FRS are encumbered when approved at the department level. Manual Purchase Requisitions are encumbered when the purchase order has been issued and entered into the FRS system.

Year End Procurement Planning Deadlines: Most operating and equipment funds expire at fiscal year end. Funds not expended by year-end are recaptured by the State Treasurer, but commitments made are honored out of the next year’s funds. The procurement process (plan-compete-contract-receive-certify receipt-acceptance) must be complete prior to June 30th of the fiscal year. The following deadlines are the latest possible dates Procurement can assure you that your request can be competed, purchased, and received prior to year-end. Deadline means the date the authorized request with all necessary approvals and specifications must be received in the Procurement Office. The dates given may be too late for certain unusual long lead-time purchases. Your Procurement Officer will be able to advise you if your specific purchase can be accomplished by year-end utilizing this schedule. Please review the schedule and help us assist you in not losing funding for needed supplies or equipment because we were not able to begin early enough to complete the purchase process.

Cut-off Dates for Purchases Using Annual Funds Expiring at Year End

$200,000+-------- Sealed Bids by Materials Management Office Deadline: First Week in April

$10,001 to $200,000-- Advertised Quotes & Sealed Bids by College Procurement Office: Deadline: Last Week in April

$5,001 to $10,000-- Written Quotes by College Procurement Office Deadline: First Week in May

$1,501 to $5,000-- Verbal Quotes by College Procurement Office Deadline: Second Week in May

$50-$1,500----- Reasonable Source by College Procurement Office Deadline: Third Week in May

Purchases that must be made using a Request for Proposal generally take longer and extra time should be allowed. Requisition/Requests received after these dates will be assumed to be approved for funding from the next year's budget. Note: On occasion (prior to these dates) the Budget and Control Board has frozen the expenditure of appropriated funds, as has the President of the College, and in those instances these deadlines will not apply.