To guarantee timely processing of your FY 2013 requests, please submit your request to the Business Office by the dates below. Make note of these dates as they affect year-end financial and personnel activities: purchasing, contracts and grants, travel and reimbursement, and human resources and payroll.
It is important to meet these deadlines, as we will not be able to guarantee timely processing of your requests if the paperwork is not in the Business Office by the dates below. Thank you for your attention to these deadlines.
For Contracts and Grants deadlines or proposal questions, please contact Lisa Ellis.
Due to coordination requirements with Central Purchasing, please call Purchasing IMMEDIATELY if you have any of the following types of purchases:
- Any orders >$50K
- Any orders that require contracts or leases
- Any orders that have sole source justification
- Roe Shapiro, C.P.M.: 831-459-4273, firstname.lastname@example.org
- Betsy Lee: 831-459-4756, email@example.com
- Camille Martinez: 831-459-2772, firstname.lastname@example.org
No Pro Card transactions will be processed between Saturday June 1 and Monday July 1st.
Purchasing will address RUSH orders where the vendor does not accept purchase orders on a case by case basis.
May 13, 2013: > 50K
- All orders with a total value over $50,000 for any goods or services that you will need by July 1, 2013 and for which funds need to be committed prior to June 30, 2013
- Any sole source purchases
- Any orders that require contract review or are restricted purchases
June 10, 2013: $10K - $50K
All orders with a total value between $10,001 and $50,000 for goods or services that you will need by July 1, 2013 and for which funds need to be committed by June 30, 2013
June 24, 2013: <$10K
All supply orders under $10, 000 that you will need prior to July 5, 2013
June 3, 2013: FY 2014 Purchasing activity opens
All orders for goods and services that are required on or after July 1, 2013 for which Fiscal Year 2014 funds must be used.
Contact: Lisa Ellis: 831-459-5156, email@example.com
May 15, 2012: Publications Deadline
Please inform Lisa if you intend to charge publication costs to grants expiring 6/30/13.
Contact: Camille Martinez: 831-459-2772, firstname.lastname@example.org
June 10, 2013: Travel Voucher & Reimbursement Deadline
All travel vouchers & reimbursements to be paid through June 30, 2013 using Fiscal Year 2013 funds must be received in the Business Office by June 13, 2013.
June 10, 2013: Travel Advance Deadline
All travel advances for travel through July 15, 2013 must be received in the Business Office by June 10, 2013.
All Direct Pays must be received in the Business Office by June 28, 2013.
Summer/International Visitors: Please inform Heather Dawson (email@example.com) in Staff Human Resources as soon as possible if you plan to invite any visitors this summer or early fall. Please be aware that we are experiencing processing lead times of 3 to 6 months depending on visa type and country of origin.
Summer Salary: Summer Salary request forms will be sent out in early May. Please return them by May 17, 2013 to ensure timely processing.
Summer GSR Appointments: Human Resources staff will be contacting faculty via e-mail in mid-May regarding upcoming summer GSR appointments.