Deadlines
FY 13 Renewal and New Orders
Schedule for Submitting Purchase Requisitions for FY 2012 Encumbrances
To all personnel involved in preparing and approving requisitions:
Fiscal Year 2012 will end on June 30, 2012. Completed and approved requisitions for purchase of goods and services that are to be charged to your Fiscal Year 2012 budget must be received in the Purchasing Division by the dates listed below in order to assure encumbrance of funds in FY 2012. If the deadline dates indicated below are not met, Purchasing may not be able to complete your transaction prior to July 1. Purchase orders issued after July 1 will be charged to your Fiscal Year 2013 budget.
| Purchase Request Amount |
Date Due in Purchasing Division |
| $1,000,000 or more for commodities, general services and/or professional and artistic services |
February 10, 2012 |
| $52,100 to $999,999 for commodities and general services |
March 09, 2012 |
| $20,000 to $999,999 for professional and artistic services |
March 09, 2012 |
| Up to $52,099 for commodities and general services |
May 11, 2012 |
| Up to $19,999 for professional and artistic services |
May 11, 2012 |
| Between $5,000 and up to $52,099 for iBuy completed and approved requisitions |
May 11, 2012 |
| Up to $73,100 for construction and construction-related services |
May 11, 2012 |
For purchases that require extensive lead times for production and delivery (i.e. furniture and/or specially designed equipment), please submit purchase requisitions well in advance of the dates indicated above.
In accordance with State Comptroller regulations, purchase orders issued on FY2012 state funds must be encumbered by June 30, 2012 and paid during the grace period (July 1 through August 31). Purchases not paid during the grace period will be charged to an appropriate Indirect Cost Recovery (ICR) fund. Specific dates for submitting invoices will be provided in a letter to be issued by the Office of Business and Financial Services..
Purchases of $1,000,000 or more for commodities and general services and for professional and artistic services must be approved by the Board of Trustees. The Board meeting date to submit FY12 encumbrances is: May 31, 2012. Purchase orders cannot be issued and encumbrances cannot be established until Board approval is obtained.
Change orders for existing FY2012 encumbrances that are 25% or more of the total annual expenditure previously approved by the Board require additional Board approval. If you anticipate a need for a change order for goods or services that will exceed the 25% criteria for the remainder of the fiscal year, you must submit a requisition to the Purchasing Division in adequate time to obtain the necessary Board approval. Payments to suppliers will not be made until the Board has approved the change order.
All renewals for professional and artistic services, commodities and general services of $1,000,000 or more require Board approval. Requisitions for these renewals need to be submitted to the Purchasing Division in adequate time to obtain the necessary Board approval.
The following chart provides the date for the remaining FY 2012 Board of Trustees meeting with the applicable deadline dates for submitting information.
| Sole Source Purchases Due to Purchasing Division |
All Other Purchases (non-Sole Source) Due to Purchasing Division |
Board of Trustees Meeting Dates |
| December 22, 2011 |
January 12, 2012 |
March 15, 2012 |
| March 8, 2012 |
March 29, 2012 |
May 31, 2012 |
Contact
For additional information, contact your campus Purchasing Division.
Chicago campus:
Kevin Fair, Healthcare and Related Services, 312-996-1925 kevinf@uillinois.edu
Springfield campus:
Jill Menezes, 217-206-6651 jmene1@uis.edu
Urbana-Champaign campus:
Justin Johnston, 217-333-6261 jjustin@uillinois.edu
Danny Lienard, 217-333-0777 lienard@uillinois.edu
Megan Wells, Banner System Assistance, 217-333-3561 mrwells@uillinois.edu
iBuy Help Desk, 217-333-3102
Last Updated: April 5, 2012