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CLOSING DATES 2015-2016 END-OF-YEAR:
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.
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.
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.
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.
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.
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.
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
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 -
no later than: