FY2025 year-end upcoming deadlines

Please see the following upcoming fiscal year-end deadlines:

CRITICAL DEADLINES

Purchase order cutoff dates:

• March 14, 2025 - Noncontract requisitions over $100,000. (Noncontract items are not available on state or agency contracts.)

Project requests and purchases:

• March 14, 2025 - Requests that require scope development and/or design components (Ex. Renovation, paint, carpet, HVAC, Electrical, furniture, etc.) should be received in the Facilities Planning Office by March 14, 2025. Contractor pricing, lead time for materials and items that require design (architectural, furniture) all take longer than in years past. If you have any questions, please contact Ranee Parker at (478) 445-8607.

Reminder - Monthly Expenses:

• As your department considers projected expenses for year-end needs, please be aware of any expenses that do not encumber and are posted on a monthly basis. Examples include Verizon Wireless, VoIP, Purchasing Card (P-Card), Transportation, Print Shop, Bookstore, Bank Card and postage. Be mindful of these needs to ensure sufficient departmental funds are available to support these expenses.

Reminder - New vendors:

• Purchasing and Accounting will need to allow four (4) weeks to validate new suppliers as we approach the year-end deadlines.

Please use the following contact list for additional information or clarification:

• Purchase Orders and P-Cards (Purchasing) – (478) 445-0504
• Petty Cash (Accounting) – (478) 445-8516
• Online Check Request (Accounting) – (478) 445-2961
• Travel Reimbursements, Travel Advances and Year-End Travel (Accounting) – (478) 445-1178
• Payroll – (478) 445-6096
• Budget Office – (478) 445-8295
• Facilities Planning - (478) 445-8607

Thank you for your efforts in maintaining these policies and procedures.

The Office of the Vice President for Finance & Administration