Standing Orders for Fiscal Year 2015
It is time again to begin processing standing order requests for next fiscal year, FY15. Departments are encouraged to use their procurement cards instead of requesting standing orders whenever possible. We will continue to process standing orders for purchases that cannot be made on the procurement card, but we will require a justification.
If you have standing orders that will need to be renewed for next year, complete a new requisition for each standing order. Requisitions for standing orders that require bids are due no later than May 9th, 2014. Requisitions for standing orders not requiring bids are due no later than June 13th, 2014. When entering your standing orders, please follow the special instructions below. Once you have completed entering all requisitions, please forward a list of requisition numbers with an explanation why the purchases cannot be processed on a procurement card to firstname.lastname@example.org. If any of your standing orders have contracts or quotes, please send the updated contracts and quotes with a requisition attachment form to Box 5003. Please note only a limited number of people on campus have the authority to sign contracts. If you have a contract that needs signature, please forward it to Procurement and Contract Services for review.
If there have not been at least 10 payments made against a standing order, please do not enter a requisition for a new standing order. Standing orders should be used for purchases that cannot be processed on the procurement card and are made at least on a monthly basis. Standing orders will still be required for Fuelman. Standing order requests to Fuelman will be processed with no explanation needed.
Maintenance agreements and rental contracts are different than standing orders and will be addressed in a separate communication.
Here are some basic steps to copy a requisition for a new standing order requisition:
- Add a New Value-Click Add
- Copy From
- Requ ID (enter requ#, with zeros before the number and search)
- Change ID Requester
- Refresh (If you entered last year’s requisitions, this step won’t be necessary)
- Accounting Date 7/1/14
- Requisition Defaults
- Due Date-06/30/2015
- OK (Due Date out of range)
- View All
- Mark All
- Edit Comments
- Use Standard CAN Comment for Standing Orders
- Add-Replaces PO#***Please update your records (check all three boxes)
- Transaction Items Description-Change FY Dates to 201*-201*
- Status (Check)