Deadline to submit FY23 purchase orders is May 12

The College Finance Department reminds College employees of purchasing deadlines this month that are related to the end of the fiscal year on June 30, 2023.

The Finance and Accounts Payable Team thanks you for meeting the deadlines described below to help achieve optimal management of College resources and efficient end-of-fiscal-year processes.

If you have questions about the purchasing policies or deadlines, contact Virginia Klein, Accounts Payable Manager (virginia.klein@cincinnatistate.edu).

Purchase requisitions (PO’s and BPO’s) for the current fiscal year must be submitted no later than Friday, May 12, 2023.

• All items requested must be received (or services completed) by June 30, 2023. 
• If goods and/or services are received after June 30, 2023, they will be paid from the Fiscal Year 2024 budget, which begins July 1, 2023. 

Receiving Report forms (formerly known as “blue receivers”) must be signed and dated by July 2, 2023, to be paid using the Fiscal Year 2023 budget. The signed and dated document informs Accounts Payable that goods/services have been received so invoices can be paid in the correct fiscal year. 

All Independent Contractor invoices associated with a current BPO must be submitted to the Accounts Payable email address by July 6, 2023, for the independent contractor payment to be allocated to the Fiscal Year 2023 budget.

Invoices submitted after July 6, 2023, will be allocated to the Fiscal Year 2024 budget.

Please email all Receiving Report forms and invoices to accountspayable@cincinnatistate.edu.

Purchasing Card (P-Card) transactions for Fiscal Year 2023 must be completed by Sunday, May 21, 2023.

• No purchases may be made after May 21, 2023 (with the exception of grant-funded purchases).  
• If you have monthly automatic charges, your P-Card will remain active. If you do not have monthly charges, your P-Card limit will be reduced until July 1, 2023.  

Mileage and travel expense reports:

• All mileage and travel reports for times prior to May 2023 should be completed by June 1, 2023.
• All mileage and travel expense reports for May 2023 and June 2023 must be completed by July 6, 2023.  

Other purchasing transactions:

• Ongoing contractual and business obligations, including leases, software licenses, utilities, maintenance agreements, and auxiliary services, will continue to be processed for payment.  
• Ongoing federal/state grant operations will continue to be processed for payment.