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Contracts, Procurement and Payments Office

Purchasing and Payment Deadlines

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FY 2025 Year-End Purchasing and Payment Deadlines

For documents processed by the Office of Contracts, Procurement and Payments
(Subject to change based on UH System Deadlines)

The following dates for FY 2025 Year-End deadlines have been established in order to accommodate the Kuali Financial System (KFS). Dates listed for KFS documents are the dates in which the documents need to be in the fiscal administrator’s action list. All supporting documentation (e.g. SuperQuote information, Form 95, Form 65, Form 136, etc) should be completed/approved and attached to the applicable document in KFS. If documents are incomplete, they will be disapproved and will need to be resubmitted once all of the necessary information has been obtained.

All Funds

- 3 All purchases which require formal advertisements (IFBs) - 17 Sole Source requests $25,000 or greater
- 9 P-card purchases - 30 Invoices for contract and PO payments

G-Funds, TFSF, & RTRF Funds

- 1 Requisitions, exempt purchases and IDOs $25,000 or greater, but less than $100,000; contract modifications and renewals; all requisitions requiring issuance by OPM/OSDP (e.g. short term lease, etc.)
- 19 Form 136s and supporting documentation (non-UH Pcard purchases); Supporting documents for Pcard purchases must comply with above Pcard deadline - 27 Requisitions less than $25,000 - 30 Disbursement Vouchers for utility payments, cellular phone charges and employee reimbursements; travel advances and travel completions; disbursement vouchers for mileage & stipends; all other documents requiring fiscal administrator review and approval (e.g. RCUH Service Orders)

Special and Revolving Funds (Student Housing, Parking, etc)

- 23 Form 56s and supporting documentation (non UH-Pcard purchases); Supporting documents for Pcard purchases must comply with above Pcard deadline - 30 Requisitions less than $25,000; travel advances and travel completions; disbursement vouchers for utility payments, cellular phone charges and employee reimbursements; all other documents requiring OCPP fiscal administrator review and approval (e.g. RCUH Service Orders)

If you receive an invoice from a vendor, please forward to the Office of Contracts, Procurement and Payments immediately with PO # or requisition # noted.