PURCHASING REQUISITIONS $25,000 AND OVER
All Department Requisitions for the 2007-08 fiscal year totaling $25,000 or more and requiring competitive bidding must be submitted to the Purchasing Department by this date. This excludes items previously selected via RFP or RFQ. Orders that require bids must include complete specifications and requirements. In addition, sufficient information must be provided to develop a rationale to be submitted to the College President or District Board of Trustees for approval. This deadline includes grants that expire in June, July, or August 2008.
Exceptions:
Orders for the following items have already been approved by the Board: Apple or Dell computers; furniture from Steelcase, Kruger International, or Electronic Classrooms of Florida; paper; and items using State, County, District School Board, or other similar contracts. These exceptions may be submitted through May 23, 2008, however, the originator must verify the use of contract pricing with the appropriate buyer prior to April 25, 2008.
ANNUAL CONTRACTS EXCEEDING $25,000 Annual Requirement contracts totaling $25,000 or more to be executed prior to the close of the 2007-08 fiscal year must be submitted to the Purchasing Department by this date. Departments will be required to submit a Request for Annual Requirement form. A copy of this form is available on the Business Affairs website: https://www.mdc.edu/businessaffairs/Papers/Forms/Annual%20Request%202008-2009.pdf. This form should be submitted with specifications needed to develop bids and a rationale to be submitted to the College President or District Board of Trustees for approval.
5/23/2008
PURCHASING REQUISITIONS LESS THAN $25,000
All Department Requisitions for the 2007-08 fiscal year totaling less than $25,000 must be submitted to the Purchasing Department by this date. This applies to all Funds, and includes grants expiring on June 30, 2008.
6/4/2008
PURCHASING PURCHASING CARD PURCHASES Purchasing Card transactions posted by Bank of America through the billing cycle ending June 4, 2008 will be made available for cardholder reconciliations in the 2007-08 fiscal year. Transactions that post subsequent to the June 4, 2008 statement will be reconciled in the 2008-09 fiscal year. Since credit card purchases are typically posted by the bank 2-3 business days after the transaction date, cardholders are encouraged to plan purchases for the 2007-08 fiscal year accordingly.
6/6/2008
BURSAR'S OFFICES - ALL CAMPUSES PETTY CASH VOUCHERS Last day to submit Petty Cash vouchers to the Bursar’s Office for the 2007-08 fiscal year. Employees are asked to pick up all reimbursements as soon as calls are received.
6/13/2008
ACCOUNTS PAYABLE DISBURSEMENT REQUESTS/TRAVEL REIMBURSEMENTS
Last day to submit Disbursement Requests and Travel Reimbursements to the Accounts Payable Department for the 2007-08 fiscal year. Disbursement Requests/Travel Reimbursements must have all supporting documentation delivered to the Accounts Payable Department by 4:30 p.m. on this date. Disbursement Requests and Travel Reimbursements received after this date or received without supporting documentation will be returned to the originator for re-submission in the subsequent fiscal year.
INVOICES ON BLANKET ORDERS
Last day to submit invoices to the Accounts Payable Department for purchases made on Blanket Orders and Service Contracts. Any invoices received after this date will be returned to the originator for re-submission in the subsequent fiscal year. All Blanket Orders and Service Contracts for the 2007-08 fiscal year will expire on June 30, 2008, with the exception of Fund 2 and Fund 7 orders; re-submitted payment items will be applied to the 2008-09 fiscal year.
PURCHASING CHANGE ORDERS
Last day to request changes to amounts on Blanket Orders. All requests must be made via e-mail to the appropriate Buyer, with a copy to the Purchasing Director.
6/17/2008
PURCHASING PURCHASING CARD RECONCILIATION
All Purchasing Card transactions posted by Bank of America through the billing cycle ending June 4, 2008 must be reconciled and posted to the General Ledger by June 17, 2008.
6/20/2008
PURCHASING PURCHASING CARD RECONCILIATION REPORTS
All approved Reconciliation Reports and receipts with required documentation for transactions posted through the billing cycle ending June 4, 2008 must be delivered to the Purchasing Department by 4:30 p.m. on June 20, 2008.
BUDGET BUDGET TRANSFERS
Last day to complete Budget Transfers for the 2007-08 fiscal year. Completed Budget Transfers are those that are posted to the General Ledger or are in the Budget Department’s queue for review. PLEASE COVER ALL DEFICITS by this date.
6/27/2008
ALL AREAS ODYSSEY FINANCE SYSTEMS
Campus access to all Odyssey Finance Systems will be closed by 5:00 p.m. on this date.
District Board of Trustees - Meeting Dates and Deadlines:
Items must be submitted
to the Vice Provost for
Business Affairs
no later than:
