EIU Department of Purchasing

Announcements

Procurement and the Business Office are now closed daily from noon - 1:00 pm.

PROCUREMENT YEAR-END DEADLINES

As a continued strategy to recover from budget shortfalls, ensure all purchases are coordinated with your supervisor.

FY21 Non-essential purchases will not be approved. All FY21 requisitions must be received in the office of Procurement, Disbursements and Contract Services (PDCS) by the deadlines listed below. Procurement cannot guarantee that requisitions submitted after the deadlines will be paid from FY21 funds.

FY22 requisitions may be entered by changing your transaction and delivery dates to July 1, 2021.

All FY22 requisitions that are to be in place by July 1, 2021, need to adhere to the same deadlines below, or as requested by the buyer. Do not wait for FY22 budgets to be loaded.

Purchasing Deadlines:

Purchases exceeding the Board of Trustees approval limit:
$250,000 for any purchase – February 23, 2021

Purchases, including equipment, exceeding the Small Purchase Threshold:
$100,000 for any purchase – April 16, 2021

Purchases, including equipment, less than the Small Purchase Threshold:
$100,000 for -- May 17, 2021

Please notify Procurement if you have a purchase or are planning a purchase that cannot meet these deadlines.

Other Deadlines:

Copier Readings: All copiers need to be read and reported no later than 4:30 PM,  June 30, 2021.

Office Depot Deadline: Final day to order through Office Depot for FY21 is NOON, June 29, 2021.

P-Card Deadlines:

Equipment- Equipment ordered on P-Card needs to be ordered no later than June 11, 2021 and ensure a delivery and transaction date of June 30, 2021, or earlier, on PaymentNet for purchases to come from FY21 funds.

All other transactions- Transactions need a transaction date of June 30, 2021, or earlier, on PaymentNet for P-Card purchases from FY21 funds. All FY21 transactions must be reviewed and approved on PaymentNet no later than June 30, 2021.

Invoices already received on campus for FY21 purchases:  Any invoices that have been submitted to campus for FY21 purchases should be submitted to PDCS no later than NOON, Thursday, June 24, 2021, to allow for payment prior to June 30, 2021.

Final Payments: All final FY21 request for payments, invoices, and travel vouchers must be received in the Department of Procurement, Disbursements and Contract Services no later than NOON, July 9, 2021.

Banner Document Management System (BDMS)

Functionality is now available within Internet Native Banner which allows users to view an image of their invoices (including travel vouchers and requests for payment), requisitions and purchase orders.  At this time, access to requisitions and purchase orders is limited; however, beginning with FY16, images of requisitions, purchase orders, and the related supporting documentation will be available.  Currently, all invoices for FY15 are accessible in BDMS.  Please refer to the BDMS Campus User Guide for instructions on accessing these images within Banner.  If you have any questions, please contact Danielle Green at 581-5599.