[Che-student-staff-list] IMPORTANT REMINDER: Finance-related Transactions Impacting Faculty and Staff

[Rosas, Yvette]

Good evening,

This is a gentle reminder regarding some key dates in the coming weeks regarding finance related transactions as noted in the email sent by the Provost to all faculty and staff on March 22. The Finance portion of Transform Purdue is scheduled to launch on July 1, 2018.  Prior to the launch, there will be many conversion deadlines that directly affect faculty, staff and the business office. I will continue to provide updates as I receive them regarding the pause dates and interim processes.

Purchasing Deadlines

  *   Wed., April 18 — deadline to submit purchase requisitions greater than $10,000 to the central procurement mailbox for processing before July 1.
  *   Wed., May 2 — deadline to submit purchase requisitions involving new vendors in Ariba.
  *   Tue., May 8 — deadline for all Ariba purchase requisitions to be submitted by ChE faculty/staff/students to ensure the business office can approve by our May 9 deadline. Any requisitions not approved by May 9 will need to go back to composing status or they will be deleted. If you have routine orders that you normally would purchase in June/July, please submit by May 8 to ensure the order is approved.
Transition Period Purchasing Processes

We understand that critical purchases may be necessary during the transition period. More information regarding the interim purchasing process during this time will be forthcoming. However, below is a brief glance of how purchasing will be handled after May 8th.

  1.  Use the Purchasing credit card to purchase low-risk or small-dollar orders.
  2.  Use a Direct Invoice Voucher (check) to purchase low-risk items when the vendor does not accept credit cards. The vendor will be paid after July 1 if the voucher is submitted to Accounts Payable after June 1.
  3.  All high-risk purchases, including long-term projects, capital purchases, vendors requiring Purchase Orders and contracts, should follow the interim purchase order process, which is paper-based and will take longer due to manual processing.
Other Important Deadlines

  *   Fri., June 1 — final day Direct Invoice Vouchers (checks) to individuals or vendors will be processed by central accounts payable.
  *   Wed. June 13— deadline for completed Travel expense reports to be submitted so the business office can approve by their June 15 deadline. Expense reports not approved by June 15 will be deleted and travelers or their delegates will have to re-submit the expense report after July 1.
  *   Wed. June 13— deadline to submit invoices to the business office that will need to be paid via wire transfer. This will allow us to meet our June 15 processing deadline.
  *   Fri., June 29 — deadline for work orders. After this date, emergency work orders will be submitted through Fixit.
Please do not hesitate to contact the business office with any questions regarding the finance pause dates and/or transition period.

Thank you,
Yvette

Yvette Rosas
Business Manager
Davidson School of Chemical Engineering
765-494-4071
yrosas at purdue.edu<mailto:yrosas at purdue.edu>

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Check here for information regarding the TRANSACTION PAUSE DATES/TRANSITION PERIOD
beginning April 18, 2018: https://www.purdue.edu/treasurer/transform/Projects/pausedata/index.html.


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Subject: Finance-related Transactions Impacting Faculty and Staff
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