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Deadline for processing purchase requisitions and new fiscal year contracts/purchase orders

March 23, 2012

Please be aware that the following dates are deadlines to assure that purchases for this fiscal year's funds are properly completed and new contracts/purchase orders are in place for the beginning of next fiscal year. Requisitions received after the following deadlines cannot be assured of being completed on time.

Expending this year's (FY 2012) remaining funds
  • April 20, 2012 through June 1, 2012 - There are various deadlines for Colorado Correctional Industries items. Please contact the Purchasing Office for specific dates.
  • May 1, 2012 - If competition for goods, equipment or services is required, an approved purchase requisition and specifications must be received in the Purchasing Office no later than May 1, 2012 (Request for Proposal process excluded).
  • June 1, 2012 - If you have a purchase for goods or services NOT requiring competition, an approved purchase requisition must be received in the Purchasing Office no later than June 1, 2012.
  • July 6, 2012 - Final day to reallocate PCARD transactions into the current fiscal year.
Open purchase orders and service purchase orders next fiscal year (FY 2013)
  • April 3, 2012 - First day requisitions for FY 2013  can be entered into the Kuali Financial System.
  • May 5, 2012 - An approved requisition and any associated contract/agreement must be received in the Purchasing Office no later than May 15, 2012. Note:  Requisitions submitted for the next fiscal year must reference Year 2013. In the Kuali Requisition Document, select Year 2013 from the drop-down menu under the Document Overview tab (Financial Document Detail). Failure to do so may result in an encumbrance for fiscal year 2012. In addition, all requisitions for open purchase orders/service purchase orders should be set up as "No Quantity" at the line item under the items tab.
General Information

To meet the dates when a requisition must be received in Purchasing, all approvals must have occurred prior to that date. Due to the possibility of absences, program outages, workflow routing, etc., it is suggested that documents be prepared at least five working days before the deadline.

Aren't sure who to contact? Please send a detailed email to purch_helpdesk@Mail.ColoState.Edu and we'll have the right person get back to you.