If you have trouble opening
or using any of the items on this page, make sure you have the latest
version of Adobe® Acrobat®Reader® installed on your computer. Click here to download the installation file from
the Adobe web site.
CLOSING DATES 2016-2017 END-OF-YEAR:
PURCHASING REQUISITIONS $25,000 AND OVER
All Requisitions for the 2016-17 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 2017.
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 26, 2017; however, the originator must verify the use of contract pricing with the appropriate Buyer prior to May 5, 2017.
ANNUAL CONTRACTS $25,000 AND OVER Annual Requirement contracts totaling $25,000 or more to be executed prior to the close of the 2016-17 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:
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 REQUISITIONS LESS THAN $25,000
All Requisitions for the 2016-17 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, 2017. Campus access to Requisitions in MDConnect will be removed by 5:00 p.m. on this date.
AMOUNT ONLY PURCHASE ORDERS
With the exception of Grants and Capital projects, Amount Only (i.e. Blanket) Purchase Orders will be closed on June 30, 2017. Invoices on Amount Only Purchase Orders must be received in Accounts Payable on or before June 9, 2017.
PURCHASING PURCHASING CARD PURCHASES Purchasing Card transactions posted by Bank of America through the billing cycle ending June 4, 2017 will be made available for cardholder reconciliations in the 2016-17 fiscal year. Transactions posted by the bank subsequent to the June 4, 2017-statement will be reconciled in the 2017-18 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 2016-17 fiscal year accordingly.
ACCOUNTS PAYABLE TRAVEL AND EXPENSE REIMBURSEMENTS
Last day to submit personal reimbursement requests for travel or employee out-of-pocket expenses for the 2016-17 fiscal year. Supporting documentation must be received by the Accounts Payable Department on this date as well. Expense Reports not completed (i.e. approved and processed) must be deleted by employee on or before June 15, 2017. A new expense report may be created subsequent to June 30, 2017.
INVOICES ON AMOUNT ONLY PURCHASE ORDERS
Last day to submit invoices to the Accounts Payable Department for purchases made on Amount Only Purchase Orders for payment in the 2016-17 fiscal year. Any invoices received after this date will be held for processing in the subsequent fiscal year on a new fiscal year Purchase Order.
PURCHASING PURCHASING CARD RECONCILIATIONS
All Purchasing Card transactions posted by Bank of America through the billing cycle ending June 4, 2017 must be reconciled by June 21, 2017.
PURCHASING PURCHASING CARD RECONCILIATION REPORTS
All approved Reconciliation Reports and receipts with required documentation for transactions posted through the billing cycle ending June 4, 2017 must be delivered to the Purchasing Department by 4:30 p.m. on June 23, 2017.
CONTROLLER'S OFFICE JOURNAL ENTRIES / TRANSFER OF EXPENDITURE REQUESTS
Last day to submit Requests for Journal Entries or Transfers of Expenditures for the 2016-17 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 2016-17 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:
For Board Meeting Date:
Items must be submitted
to the Office of the SVP -
no later than: