Key dates for Cost Center managers

Update | Thursday, April 23, 2020

With the end of the fiscal year approaching, Darrin Albaugh, assistant director of Purchasing, Accounts Payable and Travel, has announced key dates and additional information for FY 2020 purchases.

PURCHASES:
In our continued effort to allow as much time as possible for the expenditure of Fiscal Year 2020 funds, we will retain a June cut-off date for purchases. The last day to purchase goods and services for the year ending June 30, 2020 is June 5, 2020.

Date and process:

May 15 (Friday) Last day to submit technology requests (software, hardware) to the IT service portal at https://cscc.serviceprocloud.com/cloud9/.

May 15 (Friday) Last day to submit for custom products at the Bookstore for end of year delivery.

June 5 (Friday) Last day to create requisitions in Colleague.

June 12 (Friday) Last day to place orders with vendors including Amazon, your Cabinet member and Darrin Albaugh, Assistant Director - Purchasing, must approve exceptions.

June 19 (Friday) Last day to place office supply orders with Office Depot.  

June 26 (Friday) Last day to complete and submit Bookstore requisition for stock items in the Bookstore. 

June 30 (Tuesday) Date by which all goods and services must be physically received in order to be charged to FY20 budget. (Note: Operating budgets do not carry into the next fiscal year so goods not received by June 30, 2020 are applied to the FY21 budget.).

July 30 (Thursday) Date by which invoices must be received in Accounts Payable to be paid from FY20. Invoices received after July 31, 2020 will be charged to FY21.

ADDITIONAL INFORMATION:

PAYMENTS:
Remember to check your campus mailboxes for invoices received since March 24, 2020. Contact Mail and Distribution Services if you have questions about your departmental mail.

Please continue to process (approve for payment) invoices received from vendors.  Do not hold invoices received in June 2020 or July 2020 for goods or services received on or before June 30, 2020, in attempt to pay the expense from the FY21 budget.  Please continue to receive goods using PORC (this is the mnemonic in Colleague used for goods and services receiving) in Colleague.

CAPITAL EQUIPMENT:
For mission-critical Capital Equipment items that were approved but have not yet been ordered and are still essential, please contact Ryan Hawthorne (extension 5102) in the Resource Planning and Analysis Office to confirm the budget and pertinent due dates for requisitions, payments and potential carryovers.

TECHNOLOGY PURCHASES:
FY20 technology purchases (hardware, software or cloud services) must be submitted to the IT service portal (https://cscc.serviceprocloud.com/cloud9/ ) under “Equipment or Software request” no later than May 15, 2020.  Requests requiring a contract (such as terms and conditions) or bid documentation must allow sufficient time for any legal review, execution of any agreement, and vendor lead times so goods and services can be received and invoiced by June 30, 2020.

Regardless of submission date, FY20 requests will only be processed if the vendor is able to deliver the goods or services by June 30, 2020 to ensure payment can be completed by the payment deadline. Also note that if the purchase is from operating funds, the FY20 budget used for the purchase will not carry over into FY21. If an item is received or service is rendered after June 30, 2020 newly established FY21 budgets will have to be used for the purchase.

COVID19 PURCHASES:
The college is tracking purchases related to COVID19. Please refer to the memo sent to all cost center managers on April 6th from Karen Riley for details on how to report COVID19 related purchases. 

GRANT ACCOUNTS:
Grant accounts will follow the same deadline as the College.  The only exception to the purchase order deadline is if the Grant does not end on June 30, 2020.  Please contact your Grant Accounting representative if you have questions or email gars@cscc.edu.

TRAVEL & TUITION REIMBURSEMENT:
Travel related reimbursement requests must be submitted pursuant to College procedure within 30 days upon return from travel, or by July 30, 2020   if travel occurs in late June.  Tuition reimbursement payments are not subject to this deadline and can be processed per guidelines established by Human Resources.

REMEMBER the EXPENSE for goods or services is CHARGED TO THE YEAR the GOODS are RECEIVED and/or the SERVICES are RENDERED.  Goods received or services rendered on or before June 30, 2020 are charged to the FY20 budget. Goods received or services rendered in July 2020 or after will be charged to the FY21 budget. Note that if the purchase is from operating funds, the FY20 budget used for the purchase will not carry over into FY21. If an item is received or service is rendered after June 30, 2020, newly established FY21 budgets will have to be used for the purchase.

Your full cooperation is essential to continuing a June cut-off date.  Please follow-up with vendors to ensure goods and/or services will be received by June 30, 2020. Also, please be prompt in receiving goods in Colleague.  This will allow the proper recording of expenses in the appropriate fiscal year and in the correct period for audit reporting purposes.  Please share this memo/information with others in your department who may assist you in requisitioning and/or receiving goods and services.

Please utilize the list below to direct your questions:
IT Asset Management Office, technology purchases - itam@cscc.edu or extension 2035.

General purchasing questions - purchasing@cscc.edu or dalbaug1@cscc.edu.

Accounts Payable, payments, or invoices - accountspayable@cscc.edu

Go to 2020 Update Archive Go to Employee Update