OFFICE OF THE ASSISTANT VICE CHANCELLOR -
BUSINESS AND FINANCIAL SERVICES
June 10, 1998
KEY ACADEMIC AND STAFF ADMINISTRATORS/ KEY SUPPORT STAFF
SUBJECT:	1997/98 Fiscal Year End Processing Instructions and Cutoff -
Purchasing IFIS Transactions
This is a reminder to campus business administrators regarding deadline
dates for processing LVPOs and Requisitions for year end requirements. The
fiscal closing process this year will follow last year's model in that
General Funds or other current unrestricted fund balances will not lapse at
the departmental level. There should be very few situations where valid
business requirements dictate specific fiscal year posting of low and high
value purchase orders. However, for those situations that warrant such
processing, these instructions should be followed.
DEADLINE DATES To ensure that funds are encumbered, following are the processing deadline
dates for Low Value Purchase Orders (LVPOs) and High Value Requisitions:
June 12, 1998	Purchase Order Requisitions (Paper off-line)
June 17, 1998:	Purchase Order Requisitions (On-line)
June 22, 1998:	Low Value Purchase Orders (Paper off-line)
June 30, 1998:	Low Value Purchase Orders (On-line)
July 10, 1998:	High Value Purchase Order Processing (by Purchasing
Department Staff) to satisfy encumbering funds for FY 97/98
ONLINE REQUISITIONS:
On-line users submitting requisitions that impact the current fiscal year
must include text clearly stating that order must be liened in the current
fiscal year. Please enter this notation as the first line of text on
REQCOMS screen of the IFIS purchase requisition to assure that the
professional buyer promptly processes these documents into the current
fiscal year. IFIS clause number 'key0026' which reads "ATTENTION: 97/98
EXPIRING FUNDS - PLEASE LIEN" has been established to make it easy for
departments to communicate with the buyers.
ON-LINE LOW VALUE PURCHASE ORDERS (LVPO):
On-line LVPO transactions must be completed and approved in IFIS no later
than the close of IFIS access on 6/30/98. All LVPO transactions that are
entered into IFIS by this deadline will be liened in FY 97/98 and will be
reflected on the preliminary ledger.
We encourage everyone to access Purchasing's WWW site for more detailed
information about fiscal year end processing instructions for high value
requisition and low value purchase orders. These instructions can be
accessed at http://www-bfs.ucsd.edu/pur/services/pursvcs/fisclose.htm.
Should you have questions regarding IFIS Purchasing fiscal year end
processing instructions, please contact the Purchasing office at X43084 or
via email at purchasinginfo@ucsd.edu, or visit the above referenced WWW
site. Linda Collins
Purchasing Manager