Purchasing Department Updates Business Office AA/FM Roundup March 21, 2017

Physical Inventory Dates Process 1 March 20, 2017 – March 24, 2017   Dates Process 1 March 20, 2017 – March 24, 2017 Financial Manager or Proxy Will need to run the Argos Inventory Report by Financial Manager 2 March 27, 2017 – May 5, 2017 Financial Manager, Custodians, or Proxy Begin and complete the Inventory Verification Process 3 May 5, 2017 Financial Manager Must submit the Certification of Completion Form online through Jagnet

2017 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 28, 2017 Operating Budget (General Supplies)  Wednesday, May 31, 2017 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 31st will be processed in the normal manner, provided the goods or services are delivery date on or before August 31st 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 1st 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 South Texas College Logo

Helpful Screens Document Approval History FOIAPPH Document Approval FOAAINP Document History FOIDOCH Requisition Validation FPIRQST Banner Messages GUAMESG

Travel Authorizations Airfare pricing is volatile and not guaranteed FY 2017 budget be used for airfare through September 30th Airfare is limited up to $1,000 per traveler Recommend online check-in begins 24 hours prior to flight e-ticket/final itinerary is emailed to traveler with a purchase order number via email directly from Purchasing The final itinerary must be reviewed by the traveler as soon as it is received Any changes/correction must be completed with Shands

Car Rentals All vehicle rentals require an online Banner requisition No vehicle rentals through Shands Create an online reservation at enterprise.com Account Number: TXJ1080 Pin Number: SOU Use EAN Holdings (Enterprise) A00464965 when creating the requisition Forward the confirmation reservation form to Purchasing

Purchasing Updates Questions Thank you