End of Current Year/Start of New Year Procurement Procedures

05/15/2024

Departments should follow these instructions concerning the end of the current Fiscal Year and the start of the new Fiscal Year procurement procedures. For questions, contact Procurement at 812-237-3600 or ISU-Purchasing@indstate.edu.

New Year Requisitions

The NEW YEAR requisitions for standing orders, maintenance orders, and/or any New Year requisitions that need some lead-time for bidding purposes, may be entered in the Banner System starting May 16.

Departments will continue using Standing Purchase Orders for all Maintenance Agreements, and for Construction Contracts where there is an hourly labor rate.

Please be sure to follow these steps on the Banner Requisition Form (FPAREQN) in order to charge New Year requisitions to FY25:

When entering a New Year Requisition in Banner:

  • Make the TRANSACTION DATE: July 1, 2024
  • For Standing Purchase Orders make the DELIVERY DATE: June 30, 2025
  • For Regular Purchase Orders make the DELIVERY DATE: July 1, 2024, or any date thereafter, within the new FY.
  • In the DOCUMENT TEXT type: "New Year". Please do not type this in the Item Text.

New Year Standing Purchase Orders & Maintenance Standing Purchase Orders

In the DOCUMENT TEXT please type the following: “Last Year's Purchase Order Number: _____” (then type in the FY24 Purchase Order Number).

For standing orders or maintenance orders, if the monthly dollar amount is known:

  • UNIT OF MEASURE = STN (standing order)
  • QUANTITY = the number of months
  • UNIT PRICE = the dollar amount per month

For all standing purchase orders for miscellaneous supplies, or for maintenance standing purchase orders, when the monthly dollar amount is unknown:

  • UNIT OF MEASURE = STN (standing order)
  • QUANTITY = the total estimated dollar amount for the year
  • UNIT PRICE = $1.00

Be sure to provide the following information on your equipment maintenance orders:

  • Description of equipment
  • Model number and serial number
  • Property tag number
  • Use last year's maintenance prices as an estimate (Procurement will verify and update the prices with the vendors after we receive your requisition)

Entering Current Year Requisitions

June 3 is the last day for entering current year requisitions in Banner for purchases over $10,000.00, as Procurement will need time to send out quotes. Legal bids, construction bids, and contracts may also require additional lead time.

June 10 is the last day for entering all requisitions from the current year’s budget. All requisitions entered after June 10 will be NEW YEAR requisitions and the TRANSACTION DATE needs to be July 1, 2024.

No Change Orders will be processed on Current Purchase Orders after June 14, 2024. The Controller’s Office will announce when further changes can be made.

Procurement Cards

The Procurement Card is to be used on all Guy Brown/Staples Orders. Please do NOT enter a “Guy Brown” Standing Order. The ProCard should be used for most purchases under $3,500.00.

Last date to make accounting changes in SDG2 for FY24 is July 3 (postdate).

All charges with a postdate of June 23 through June 29 will be uploaded into Banner on July 5 and recorded in FY24.

All charges with a postdate of June 30 and after will be recorded in FY25.

Computer Orders

The first step in ordering a computer is to create, but do not complete a requisition. Complete a Computer/Equipment Acquisition with OIT to get the process started.

For Non- Standard Equipment, if you wish to have the money encumbered from FY24 funds you will need to start this process at least two weeks prior to June 3.