In order to prepare the College’s Estimated Budget for ending June 30, 2018, Purchasing will close on Thursday, March 29, 2018 at 4:30 pm. This means that all departments will have until Thursday, March 29, 2018 at 4:30 pm to make purchases for their departments covering normal supply needs from the April 1st through to the first couple weeks of July 2018. Purchases should include any supplies and services that enable the department to operate normally during the cut-off period. Items that cannot be purchased by March 29, 2018 or are driven by actual consumption will need to be listed on the encumbrance list. The encumbrance list should only include postage, mileage, dual service agreements, printing estimates, food for advisory committee meetings, and travel. Thus if you have already purchased a product or have a requisition open, please do not include it on your encumbrance list since it has been captured out of your budget. Only items that have not been purchased or that do not have Req/PO numbers need to be listed on the encumbrance list.
After the Purchasing cut-off date, Purchasing will spend several weeks processing the submitted requisitions. Please ensure that you have sufficient supplies to carry your department through this period as they will not be able to process any requisitions even if they are on the encumbrance list until they have processed all the Purchasing requisitions in the queue.