Fiscal Year 03 - Closing Out.....

    In preparation for successfully ending our fiscal year and fulfilling state purchasing regulations, the following deadlines for FY 03 business transactions have been established. Please note that these deadlines apply to all ABAC purchases, whether funded by the state or any other source of funds. Thank you for your assistance in meeting these deadlines. Please call (3490) if you have any questions or comments.

** Budget Amendments should be received in the Business Office by May 2, 2003

** Purchase requests over $100,000 and under $250,000 for items not from state contracts must be complete, with detailed specifications, all approvals, and be received in Purchasing by April 1, 2003.

** Purchase requests over $5,000 and under $100,000 for items not from state contracts must be complete, with detailed specifications, all approvals, and be received in Purchasing by May 2, 2003.

** All remaining purchase requests may be received in the Procurement Office until May 30, 2003.

*** We SUGGEST that all purchases to be made with the ABAC Purchasing Card be completed by May 2, 2003, to be processed against the FY03 budget.

However, we cannot guarantee that all charges made by this date will be processed in a timely manner by the vendors. The billing cycle and departmental purchasing card deadlines will remain the same.

*** All check requests, per diem requests and prepaid registration requests must be received by the Business Office by May 30, 2003, in order for them to be processed against FY03 budget. Requests will be returned if the accounts are in deficit balance.

*** Petty cash receipts dated prior to June 1, 2003, can be reimbursed through June 27, 2003. Petty cash receipts dated in June will be reimbursed in FY2004 from FY2004 funds.

*** Requests for Authority to Travel (for employees with or without standing authority to travel in the State of Georgia) on FY03 funds should be received in the Business Office no later than May 30, 2003. Since travel is no longer encumbered, funds will not be reserved unless we receive a Request for Authority to Travel form by the due date. All Travel Expense statements for reimbursement (and all necessary supporting documentation) must be received by June 27, 2003. This includes Travel with standing authority to travel.