Purchase order closures and change orders suspended July 1 – 13, 2022

Summary

• Action required: All requisitions and change orders must be fully approved by Thursday, June 30, 2022, for inclusion in the FY22 commitments and obligations.
• Departments should not submit or approve change orders between July 1 and July 13, 2022.
  • Departments are encouraged to create new purchase orders (POs) rather than change orders when a service line PO has exhausted available funds or requires different COA segments.
• Procurement will not close FY22 purchase orders between July 1 and July 13, 2022.
  • POs created after July 1, 2022, may still be closed during this outage period.
• Procurement will roll forward any FY22 PO with an open balance after 5:00 p.m. on Wednesday, July 13, 2022.

Details

To prevent potential accounting issues, Procurement will not close FY22 purchase orders between July 1 and July 13, 2022.  Department business offices should also not submit or approve change orders during this period.  Change orders in progress will be cancelled on July 13, 2022, prior to the roll-forward, to ensure the PO is included in the July 13 roll forward.  Suspending closures and change orders will maintain the accuracy of obligation ledgers as the fiscal years are changing. 

After 5:00 p.m. on Wednesday, July 13, Procurement will roll forward any PO with an open balance created prior to July 1 to the new fiscal year. This will make the PO’s Budget Date July 1, 2022.  

Procurement will resume closing purchase orders beginning Thursday, July 14, 2022. 

As grants commonly close as of June 30, departments are encouraged to create new purchase orders with new COA segments for service line POs tied to expiring grants. New purchase orders, rather than change orders, are also recommended in cases where a service line is increased by a substantial amount.