Purchasing Reminders

Blanket POs

FY19 blanket PO’s are for goods and services received through June 30, 2019.  At the end of each fiscal year all blanket POs are closed automatically. For FY19, blanket PO’s will be closed on Friday, August 2, 2019.

Service Agreement POs

All POs on the Services Agreement form will not close at yearend.  There is no need to recreate these services for the new fiscal year, as the PO can continue to be used through the duration of the contract.  If you have a service agreement purchase order in BCB with an end date of 6/30/19 you can submit a Change Order Request in BCB to extend the PO end date and add the funds needed for payment through FY20.

Pre-Entry for FY20 POs

FY20 requisitions for POs can be submitted now and should use accounting date 7/1/19 in BobcatBUY.  All other POs for current fiscal year should use the current date only.   FY20 POs will be released and sent to suppliers on July 1, 2019.  Please be aware of the following guidance in determining if it is a FY19 or FY20 PO:

If the PO is for goods or services NOT RECEIVED by June 30:
• You should use a FY20 PO and the expense SHOULD go into the next fiscal year; 
• If payment is required before 6/30/2019 you should use a FY19 PO. There is a prepaid Object Code #150010 
available for use in BobcatBuy for items over $10,000. If the prepaid Object code is used the true object code must be in the description.

If Goods or Services are RECEIVED BY June 30, this should be on a FY19 PO and the expense must process and be paid in the current fiscal year if received in AP by 7/25/2019. If it is a June 30 expense, paid after the 7/25/19, the expense will accrue as an FY2019 expense.

Paying Invoices on POs

Accounts Payable is open to pay invoices for FY19 until July 25, 2019 by submitting invoices to accounts.payable@ohio.edu.  Once the FY19 blanket POs are closed the invoices will need to use a new PO to pay against, it can be the new FY20 blanket or it can be its own PO.

Contract Extensions

To guarantee completion by year-end, please submit contract extension requests for contracts expiring 6/30/19 to Contract Services by Friday 5/31/19.

Large Equipment or Vehicle Purchases

The University spends more than the $50,000 bid limit on vehicle purchases each fiscal year.  Therefore, any large equipment or vehicle purchase requires a Request for Quote (RFQ) in order to remain in compliance with the University Competitive Bidding policy and State of Ohio law.  If you are planning to use FY19 funds, you must submit a request to Procurement by Friday 5/31/19 to allow sufficient time to complete the RFQ process. You can submit the request to Purchasing via a requisition in BCB.

Questions? Contact Finance Customer Care at financecustomercare@ohio.edu or 740-597-6446.