Reminder: Fiscal Year 2018–19 Requisition, Reservation, Travel Voucher, and Credit Card Processing Cutoff Dates

Posted on 5/30/2019 11:28:17 AM

Following are important times and dates for completing your fiscal year 2018–19 requisitions, reservations, travel vouchers, and credit card purchases before we close the fiscal year.

Summary Processing Cutoff
Date Time 
Cutoff Description 
June 3, 2019
4:00 p.m. 
Last day to enter and release (approve) requisitions for FY 2018–19 (less than $20,000)
June 20, 2019
4:00 p.m. 
Last day to use credit cards for FY 2018–19
June 27, 2019
Noon 
Last day to enter Central Stores Reservations for FY 2018–19 
June 28, 2019
2:00 p.m. 
Last day to return supply issues to Central Stores for FY 2018–19 credit

July 3, 2019

4:00 p.m. 
Last day to submit travel vouchers to the Travel Office for payment from the FY 2018–19 budgets

Requisition Cutoff Date

The last day for submitting online requisitions(less than $20,000) to Procurement Services for processing against your FY 2018–19 operating budgets will be Monday, June 3, 2019. This means that all FY 2018–19 Online Requisitions must be entered into SAP and released (approved) by the close of business on June 3.

Please note that the delivery date for materials being purchased and the rendering date for services being requested must be no later than June 30, 2019.

All requisitions entered into SAP after Monday, June 3, 2019, should be for merchandise being delivered or services being performed after June 30, 2019.  Requisitions for goods and services equal to or greater than $20,000 take a minimum of 45 days to process and will be delivered in Fiscal Year 2019–20.

Purchasing Card and Ghost Card (Staples Advantage) Cutoff Date

To have purchases under these programs charged to your FY 2018–19 budgets, we strongly recommend  completing purchases on or before June 20, 2019. If the vendor processes the charges timely, this will allow the transaction to process in time to be included in the June 27 card cycle end date. Any purchases under these programs that are processed by the vendor after June 27 will be expensed against your FY 2019–20 budgets. Accordingly, please do not wait until the last minute to make your purchases.

Reservation Cutoff Date

The cutoff date and time for submitting online reservations to Central Stores for processing against your FY 2018–19 operating budgets is noon on Thursday, June 27, 2019. This means that all FY 2018–19 reservations must be completed in SAP no later than noon on June 27.

The cutoff date and time for returning supplies to Central Stores and receive credit for the returned supplies in your FY 2018–19 budget is noon on Friday, June 28, 2019. Items returned after this cutoff will not be credited to either FY 2018–19 or FY 2019–20 budgets.

Travel Voucher Cutoff Date

All travel vouchers being charged to FY 2018–19 must be received in the Travel Office by 4:00 p.m. on Wednesday, July 3, 2019. The travel period must have begun prior to June 30. Travel vouchers received after July 3 will be charged against FY 2019–20 budgets.

If you have any questions or concerns, please contact Chris Patterson in Financial Operations at cpatter@iup.edu.

Office of Financial Operations