Purchasing and Distribution Services Procurement Updates FAR Meeting – August 26, 2015

Open Purchase Order Encumbrances Open PO Encumbrances from FY14 and FY15 All PO’s created in FY14 will be closed by 8/31, prior to new fiscal year PO’s created in FY15 (between 9/1 to 6/30) and not identified to keep open will be closed by 8/31, prior to new fiscal year The manual encumbrance entry booked early in FY2015 for FY2014 PO’s has been reversed in conjunction with other clean-up activity

PO’s Not Completed by Year End Purchasing staff is working diligently to complete (dispatch) all orders before year end. An assessment of orders will be evaluated at noon on 8/31, and those PO’s that can’t be completed (dispatched) by end of day will be closed. Departments will be contacted regarding the status of the PO before it is closed, and will be requested to resubmit a new requisition on 9/1. Requisitions can be copied from previous documents, this includes copying a closed requisition.

PO Encumbrance Roll to FY16 Starting 8/31, Purchasing Office will begin rolling purchase order encumbrances to FY16 DTS will be unable to pay vendors August 31 and may be unable to pay vendors September 1 Balance roll forward will be based on remaining available funds, excluding encumbrances and pre-encumbrances

PO Encumbrance Roll to FY16 Continued Some purchase orders may not roll into the new fiscal year based on system criteria Status of receipt, payment and match exceptions Purchase orders not qualified to roll into new fiscal year will be manually evaluated and adjusted Departments maybe notified if a purchase order cannot be corrected to roll into new fiscal Possibility of creating a new requisition for remaining balance

Copiers – New and Renewals Starting 9/1, the Purchasing Office will centralize copier purchases. Establish a purchase order consistency to meet vendor and payment requirements Assist with prompt payments and avoid match exceptions A new process will be communicated to campus requisition creators outline how to create a copier requisition Stay tuned!!!

Contact Information Primary: send an e-mail to Purchasing at purchasing@utsa.edu Contact department assigned Procurement Specialist (click here for list) Contact Front Desk at ext. 4060

Resources: Purchasing Website: http://www.utsa.edu/purchasing/index.cfm Purchasing PeopleSoft Forms: http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm Purchasing PeopleSoft Instructional Guides: http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm