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UT Dallas - Finance Division

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Procurement FY08 Closing Deadlines

Procurement Management Deadlines

Purchasing Card Program Deadlines: Administrator- Christy Baxter can be reached at purchasingcard@utdallas.edu.
  • Purchasing Card deadline for posting of purchases against FY08 is Friday, August 15th. A special Cardholder Activity Report will be generated and sent via interoffice mail to each cardholder on August 15th to be reconciled, reviewed, signed and returned to Procurement by August 26th. You will have the opportunity to change the account number on items posted up through August 15th. Only emergency orders should be placed with the purchasing card from the 16th - 31st. Postings by JPMorganChase/Bank One to your Activity Report after August 16th through August 31st will be charged against your default account in FY08 budget and can't be changed.
Purchasing Deadlines: (Purchasing contact - Paul Watson can be reached at purchasing@utdallas.edu).
  • Purchase requisitions $25,000 or greater (for FY08 activity): 5 PM Tuesday, August 5th.
  • Purchase requisitions less than $25,000 (for Fy08 activity): 5 PM Tuesday August 12th.
  • Small Order System (SOS) for FY08 activity: 5 pm Monday, August 22nd (Note: Procurement will encumber any unpaid SOS orders to ensure your FY08 funds will be used for these orders).
Accounts Payable Deadlines: (Accounts Payable contact - Gina Niemann can be reached at accountspayable@utdallas.edu).
  • Purchase vouchers - 5pm Friday, August 22nd.
  • SOS - Orders should be placed by August 18th. Copies should be in A/P by August 22nd to ensure FY08 processing. We will either pay (if we have an invoice) or encumber (if greater than $50) against FY08 funds all SOS's received before August 29th.
Travel Deadlines: Travel Coordinator- Trudy Muller can be reached at travel@utdallas.edu.
  • Travel Vouchers (for actual reimbursement during FY08) - 5pm Friday, August 22th. Vouchers received after this date will be accrued if possible.
  • Airfare charges for travel taking place in August will either be charged to FY08 via journal process, or accrued if received after the journal cutoff.
StaplesLink.com (office supplies) Deadlines: Jerry Porter can be reached at receiving@utdallas.edu.
  • StaplesLink Orders - Must be processed by 5pm on Friday, August 22nd.
Print Shop Deadlines: Print Shop contact is Gary Haag at garyh@utdallas.edu.
  • Small print jobs submit by Wednesday, August 20th. Large print jobs submit by Friday, August 15th.
Accrual Deadlines:
  • Small Order System (SOS) Orders - Monday, August 18th. All SOSs issued by the cutoff date will either be paid in FY08 or encumbered if it's an SOS order over $50 whose invoice hasn't been received.
  • Purchasing Card - Friday, August 15th. We will generate a final autoJE for all changes "posted" against your accounts up to the 31st, but you should observe the deadline.
  • Travel Expenditures - Friday, August 22nd. The UT Dallas Travel Coordinator will request invoices from the UT Dallas Travel Agent (Navigant) to include all airfare travel taking place through the 31st, as travel taking place in that interval will either be paid (airfare) or accrued (estimated travel expenses as provided by the traveler's department via accrual form).
Date Deadline
August 5 Purchase Requisitions $25,000 & greater with FY08
August 12 All other Purchase Requisitions w/ FY08 funds
August 15 Purchasing Cards w/ FY08 funds, large print jobs from FY08 funds
August 18 SOS orders (order placement) w/FY08 funds
August 20 Last day to submit small print jobs to the Print Shop for FY08 billing
August 22 SOS paperwork, A/P Vouchers, Travel Vouchers must be presented to Accounts Payable for payment in FY08; documents received after 8/24 will be accrued in FY08, travel expenditures, StaplesLink order deadline
August 31 August airfare cutoff to be accrued against FY08 budget