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

[Rosas, Yvette]

Good afternoon,

This is a reminder of key dates related to finance transactions as we move closer to our July 1, 2018 Finance Transformation launch. Per the attached email that we received last week, there is a new pause date for Ariba catalog orders (new deadline dates are below). I will continue to provide updates as I receive them regarding the pause dates and interim processes.

UPDATE: Purchasing Deadlines

  *   Tue., May 8 - deadline for all non-catalog Ariba purchase requisitions to be submitted by ChE faculty/staff/students to ensure the business office can approve by our May 9 deadline. Any non-catalog 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 in Ariba by May 8 to ensure the order is approved. On May 10th, the non-catalog ordering function will temporarily be disabled in Ariba.
  *   Tues., May 29 - deadline for all catalog Ariba purchase requisitions to be submitted by ChE faculty/staff/students to ensure the business office can approve by our May 31 deadline. Any catalog requisitions not approved by May 31 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 no later than May 28 to ensure that we have ample time to review and approve orders.
UPDATE: Transition Period Purchasing Processes

We understand that critical purchases may be necessary during the transition period. Below is a brief glance of how purchasing will be handled after May 8th (for non-catalog orders) and May 29th (for all purchases).

  1.  Use the Purchasing credit card to purchase low-risk or small-dollar orders. Due to the purchasing limits that we have on our dept.  credit cards and the anticipated increase in volume of purchases, only purchases under $250 will be charged to dept check out cards. Purchases over $250 will need to be completed in the business office.
  2.  When a vendor does not accept credit cards, a Direct Invoice Voucher (check) will be issued to purchase low-risk items. Please submit a copy of the invoice and purchase requisition to the business office no later than May 29 if the vendor needs to be paid by July 1. After May 28, we will still prepare DIVs but vendors will not receive payment until after July 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<http://www.purdue.edu/business/procurement/howtobuy/index.html>, which is paper-based and will take longer due to manual processing.
UPDATE: Other Important Deadlines

  *   Tues., May 29 - deadline to submit a purchase requisition and receipt(s)/invoice(s) for reimbursement(s), invoice(s), service(s), etc. to the business office to ensure that we meet our June 1 deadline if the individual/vendor needs to receive check payment before July 1.
  *   Wed., June 13- deadline for completed Travel expense reports to be submitted through Concur 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.


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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