Purchasing Department Updates Business Office AA/FM Roundup February 24, 2016

2016 Requisition Deadlines In order to expedite the closing of the fiscal year 2016 for all unrestricted organizations and grant funded organizations; the Purchasing Department will adhere to the following cut-off dates for all online Banner requisitions: Capital Budget (Equipment, etc.) Friday, April 29,2016 Operating Budget (General Supplies) Tuesday, May 31,2016 Grant Funded Organizations - 90 days prior to the end of the grant period

Requisition Approvals The online requisitions approved by the Financial Managers received on or prior to May 31 st will be processed in the normal manner, provided the goods or services are delivery date on or before August 31 st or by the end of the grant period. The time frames listed above should allow sufficient lead time for orders of goods and services to be delivered or completed (received, invoiced and paid) prior to the end of the fiscal year and/or the end of the grant period.

Requisition Deadline Process Requisitions received on or after June 1 st must be approved by the Division Vice President and College President. The Purchasing Department will obtain the required approvals from the Vice President and President. Additional approvals: Technology, Software, Furniture, Audio Visual and STC Logo

Physical Inventory DatesProcess 1March 1, 2016 – March 11, 2016 Financial Manager or Proxy Will need to run the Argos Inventory Report by Financial Manager 2March 21, 2016 – April 30, 2016 Financial Manager, Custodians, or Proxy Begin and complete the Inventory Verification Process 3May 2, 2016Financial Manager Must submit the Certification of Completion Form online through Jagnet

Consultant Travel As of February 5, 2016, a new account code has been created for Consultant Travel. o New Account Code – Consultant Travel Expenditures o Previous Account Code – Travel – Consultant Expenditures

Travel Authorizations Airfare pricing is volatile and not guaranteed. Airfare is limited up to $1,000 Recommend online check starting at 24 hours prior to flight Most flights are e-ticket and traveler receive final itinerary with a purchase order number via directly from Purchasing.

Car Rentals All vehicle rentals require an online Banner requisition even if the reservation is booked through Shands o Not recommended if flight cancelled or flight delayed Use EAN Holdings (Enterprise) A and mention corporate account #s to assure corporate pricing. Enterprise Corporate Account: TXJ1080

House Bill 1295 Business Entity must: o Complete Form 1295 on the Texas Ethics Commission (TEC) website o Provide an original or copy of the notarized Form 1295 to South Texas College College must: o Record the certificate number on the TEC website TEC must: o Acknowledge receipt of the Form 1295 Certificate to the College

Questions Thank you Purchasing Updates