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CLOSING DATES 2015-2016 END-OF-YEAR:

4/29/2016

PURCHASING
REQUISITIONS $25,000 AND OVER
All Requisitions for the 2015-16 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, ITN, 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 2016.

Exceptions: Orders for the following items have already been approved by the Board: computers, furniture, paper, and other commodity items using State, County, District School Board, Cooperatives, or other similar contracts. These exceptions may be submitted through May 27, 2016; however, the originator must verify the use of contract pricing with the appropriate buyer prior to April 29, 2016.

ANNUAL CONTRACTS $25,000 AND OVER
Annual Requirement contracts totaling $25,000 or more to be executed prior to the close of the 2015-16 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:
http://staging.mdc.edu/businessaffairs/Papers/Forms/Request_for_Annual_Requirement.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.

 

5/4/2016

PURCHASING
PURCHASING CARD PURCHASES
Purchasing Card transactions posted by Bank of America through the billing cycle ending May 4, 2016 will be made available for cardholder reconciliations in the 2015-16 fiscal year. Transactions posted by the bank subsequent to the May 4, 2016 statement will be reconciled in the 2016-17 fiscal year. Since credit card transactions are typically posted by the bank 2-3 business days after the transaction date, cardholders are encouraged to plan purchases for the 2015-16 fiscal year accordingly.

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5/13/2016

PURCHASING
PURCHASING CARD RECONCILIATIONS
All Purchasing Card transactions posted by Bank of America through the billing cycle ending May 4, 2016 must be reconciled and posted by May 13, 2016.

5/27/2016

PURCHASING
REQUISITIONS LESS THAN $25,000
All Requisitions for the 2015-16 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, 2016. Campus access to Requisitions in MDConnect will be removed by 5:00 p.m. on this date.

PURCHASING CARD RECONCILIATION REPORTS
All approved Reconciliation Reports and receipts with required documentation for transactions posted through the billing cycle ending May 4, 2016 must be delivered to the Purchasing Department by 4:30 p.m. on May 27, 2016.  

 

6/15/2016

ACCOUNTS PAYABLE
TRAVEL AND EXPENSE REIMBURSEMENTS
Last day to submit personal reimbursement requests for travel or employee out-of-pocket expenses for the 2015-16 fiscal year. Supporting documentation must be received by the Travel and Expense Department on this date as well. Any requests for reimbursement received after this date, or received without supporting documentation, will be held for processing in the subsequent fiscal year.

INVOICES ON AMOUNT ONLY PURCHASE ORDERS
Last day to submit invoices to the Accounts Payable Department for purchases made on Amount Only (i.e. Blanket) Orders for payment in the 2015-16 fiscal year. Any invoices received after this date will be held for processing in the subsequent fiscal year.

6/15/2016

PURCHASING
CHANGE ORDERS
Last day to request changes to amounts on Amount Only Orders. All requests must be made via a Change Order Form to the appropriate Buyer.


6/24/2016

CONTROLLER'S OFFICE
JOURNAL ENTRIES / TRANSFER OF EXPENDITURE REQUESTS
Last day to submit Requests for Journal Entries or Transfers of Expenditures for the 2015-16 fiscal year. Applicable supporting documentation must be delivered to the Controller’s Office by 4:30 p.m. on this date. Requests can be emailed to: JEREQUESTS@MDC.EDU

 

6/27/2016

BUDGET
BUDGET TRANSFERS
Last day to complete Budget Transfers for the 2015-16 fiscal year. Completed Budget Transfers are those that are in the Budget Department’s queue for review. PLEASE COVER ALL DEFICITS by this date.

DISTRICT BOARD OF TRUSTEES - MEETINGS/DEADLINES:

 

Must be submitted to the Office of the SVP -
Business Affairs
no later than:

Board Meeting Date:

2015
July 2nd July 21st
N/A August - No meeting.
August 28th September 15th
October 2nd October 20th
October 30th November 17th
November 25th December 15th
2016
January 4th January 19th
January 28th February 16th
February 25th March 22nd *
March 31st April 19th
April 29th May 24th *
June 1st June 21st
July 7th July 26th
August 31st September 27th
September 28th October25th
October 26th November 15th
November 23rd December 13th
* Rescheduled date.

 

PAYROLL SCHEDULES:
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