Contract & Procurement Management

Bulletins

• Natural Account Info Most Frequently Used
  
  
• Submission Dates for 2011/2012 and 2012/2013 Requisitions
  
  
• Important Revision to Natural Account 61905 and 66030
  
  
• Fiscal Year 2010/2011 General Ledger Open for Submitting Requisitions
  
  
• Requisition Submission: Expenditures for Goods and Services Received in the 2009/2010 & 2010/2011 Fiscal Year
  
  
• C&PM Requisition Submission Dates
  
  
• CPM Sense Newsletter — Current Issue
  
  
• Review of Open Orders from Jul. 1, 2008 through Sep. 30, 2008
  
  
• Requisition Submission: Expenditures for Goods and Services Received in the 2007/2008 & 2008/2009 Fiscal Years
  
  
• Contract and Procurement Management (C&PM) Offers Expanded Lab/Assistance Times to Current Oracle Requistioners using iProcurement
  
  
• There have been important changes to the university’s lease policy. See the following Memo [PDF] for details.
  
  
• Computer Purchases — Vista Operating System
  
  
• Policy Change — for the purchase of Computers and Janitorial Supplies
  
  

[return]

Natural Account Info Most Frequently Used

• Most Frequently Used Natural Account Values — Jan. 2012 [PDF]

[return]

Submission Dates for 2011/2012 and 2012/2013 Requisitions

Attached are the submission dates for 2011/2012 and 2012/2013 Requisitions, submission of Final Close Requests, Procurement Credit Card purchases and Office Max on-line ordering. Please review them carefully as many dates have changed. Please also share this information with your colleagues.

• Requisition Submission: Expenditures for Goods and Services 2011/12 and 2012/13 Fiscal Year [PDF]

[return]

TO: Project LEAP Listserve

FROM: Cathy Garcia

SUBJECT: Important Revision to Natural Account 61905 and 66030

DATE: April 7, 2010

Important Revision to the Definition of Natural Account 61905 — Equipment and 66303 —Supplies

Please note the following revisions to the Equipment and Supplies Natural Account Segments:

Natural Account 61905 — Equipment

DELETE:

Equipment is defined as tangible, durable property with a normal useful life of greater than one year. This natural account is not to be used for IT Hardware. This account is to be used for capital equipment which is equipment costing $5,000 or more. Items of equipment costing less than $5,000 should be charged to natural account 66030 SUPPLIES.

ADD:

Equipment is defined as tangible, durable property with a normal useful life of greater than one year regardless of the cost. The cost of equipment includes the item purchase price plus costs associated with the acquisition including taxes, shipping and handling, and installation charges. Items of equipment valued at $5,000 or greater will be tagged and capitalized. This natural account is not to be used for IT Hardware.

Natural Account 66030 — Supplies

DELETE:

Supplies are consumable items used in the conduct of business. Paper, pens, test tubes, petri dishes and chairs are examples of supplies. Supplies generally have a life of less than one year. This account can also be used for equipment items costing less than $5,000.

ADD:

Supplies are consumable items used in the conduct of business. Paper, pens, test tubes, petri dishes and chairs are examples of supplies. Supplies generally have a life of less than one year.

Below is a revised table for your information. The Project Leap Web site will be updated to reflect this revision.

Please contact Cathy Garcia, Contract & Procurement Management, at 619-594-4723 if you have questions about this change.

[return]

TO: Project LEAP Listserv

FROM: Cathy Garcia, Manager Contract & Procurement Management

SUBJECT: Fiscal Year 2010/2011 General Ledger Open for Submitting Requisitions

DATE: March 12, 2010

The General Ledger for submitting requisitions charged to the 2010/2011 Fiscal Year is open. It is critical that when you are preparing your requisitions they are clearly identified. The following information will help to assure your requirements are funded properly:

• Use the appropriate general ledger date:
  • 09/10 FY = current date
  • 10/11 = 01-jul-2010
  
  
  
• Indicate the fiscal year 09/10 or 10/11 at the beginning of EACH DESCRIPTION LINE
  
  
• For services, maintenance, licenses, etc. with terms include the “term/ period” the service/license will be in effect in the description line. For example — Term: July 1, 2010 — June 30, 2011 or if the service crosses fiscal years or is for multiple fiscal years indicate Term: July 1, 2010 through August 31, 2012. Indicate the term at the end of the description line.

In addition, Natural Account numbers that identify IT Requirements, Equipment, and Supplies have been updated. You will find the revised definitions and Natural Accounts simple to understand and easy to use. It is extremely important that you use these updated Natural Accounts to properly identify your purchases. Requisitions submitted with incorrect Natural Accounts will have to returned to your department for correction and will result in delayed processing of your request. Below are the updated Natural Accounts with their definitions. Please note this information, keep it handy for reference, and pass it on to any others that may find it useful.

If you have any questions or concerns, please feel free to e-mail or call me directly.

Cathy Garcia, Manager Contract & Procurement Management
E-mail: cgarcia@mail.sdsu.edu
Phone: 619-594-4723

[return]

TO: Administrators, Deans, Department Chairpersons, Account Managers, and Staff

FROM: Cathy Garcia, Manager, Contract and Procurement Management

SUBJECT: Requisition Submission: Expenditures for Goods and Services Received in the 2009/2010 & 2010/2011 Fiscal Year

IMPORTANT YEAR END PROCESS — PLEASE READ THE FOLLOWING

Fiscal year funds for 2009/2010 expire on June 30, 2010 for goods and services not ordered, received and delivered by June 30, 2010. Carry forward or re-allocation of 2009/2010 funds is subject to divisional policies and practices. Please contact your division’s budget coordinator for guidance on how expired funds will be treated. We strongly encourage submittal of your requisitions well before the dates below to ensure processing and delivery prior to the June 30, 2010 fiscal year end. Requests for goods and services which will be delivered after June 30, 2010 must be charged to the 2010/2011 fiscal year. Contact our office now for assistance in early planning for large and/or multi-step, complex purchases. We are happy to visit department offices to help you plan the processing of such orders. In addition, it is imperative that you continue to monitor your orders closely and notify our department via the electronic Final Close Request Form of any outstanding balances on orders that should be closed. Orders processed in the 2009/2010 fiscal year that will not be delivered until after June 30, 2010 should be cancelled and reordered with 2010/2011 fiscal year funds. These practices enable you to effectively track your accounts, make timely use of available funds and accurately account for purchases and goods charged to the appropriate fund year. We encourage you to submit your requests to final close 09/10 fiscal year orders no later than May 3, 2010. This target date will allow C&PM adequate time to process your request and free up funds for submission of any additional 09/10 requirements.

Fiscal year 2009/2010 requisitions received by C&PM after the dates below will be returned to the requestor for emergency, health, or safety justification and approval by the appropriate dean or administrator. This action will delay processing of your order. Requisitions are processed in date order and there may not be adequate time for late submissions to be processed and goods/services received by June 30, 2010. If that is the case, your requisition will be returned to your department for updating the General Ledger Date to 01-JUL-2010 and it will be processed in the forthcoming (2010/2011) fiscal year.

Requisitions for goods or services which will be delivered after June 30, 2010 must be charged to the 2010/2011 fiscal year. The General Ledger (GL) date on each line of the requisition distribution must be updated to 01-JUL-2010 for the 2010/2011 fiscal year to ensure funds are encumbered appropriately. In addition, each line must start with “10/11 FY” so that they will be processed and paid using the correct fiscal year. NOTE: The GL date (01-JUL-2010) is targeted to be available March 12, 2010 for submission of 10/11 fiscal year orders.

Each request, whether it is charged to the 2009/2010 or 2010/2011 fiscal year will be reviewed on a case-by-case basis to determine urgency of the requirement and the appropriate fiscal year encumbrance. Please contact Cathy Garcia at extension 4-4723 to discuss your exceptions.

FOLLOWING ARE DEADLINE DATES FOR SUBMISSION OF 09/10 REQUISITIONS:

April 13, 2010: To ensure C&PM will have adequate time to process requisitions exceeding $50,000 for Commodities and Services and $600,000 for Major Capital Construction Projects, requisitions should be submitted to C&PM no later than April 13, 2010. SDSU is required to advertise all commodities and services over $50,000 in the California State Contracts Register/BidSync. Major Construction Projects have additional advertising requirements. These mandated requirements extend the bid processing time. Allow a minimum of six (6) weeks for the bid process cycle. Additional time beyond the bid process may be required to obtain any special approvals in accordance with State, CSU and university policies. IT requisitions in excess of $100,000 for hardware, software, maintenance, etc. require prior approval from Scott Burns, Associate Vice President, Financial Operations. NOTE: Goods and Services must be delivered no later than June 30, 2010 to be considered a 09/10 fiscal year order. Purchase/Service Orders with deliver dates beyond June 30, 2010 must be charged to the 10/11 fiscal year. Questions should be directed to Cathy Garcia, ext. 4-4723.

June 2, 2010: Final Deadline for submission of all 09/10 Requisitions for commodities and services less than $50,000 and all requisitions for Minor Construction (<$600K) projects with fast track bidding documentation included. Oracle on-line users access to enter/approve requisitions for current and future fiscal year will be disabled at end of business June 2, 2010. Access to the Reports Environment will remain enabled for continuous monitoring of your accounts.

FOLLOWING IS THE TARGETED DATE FOR SUBMISSION OF 10/11 REQUISITIONS:

March 12, 2010: Access to the 10/11 General Ledger (01-JUL-2010), for submission of requisitions for goods and services for the 2010/2011 fiscal year (all funds) will be granted as of March 12, 2010. This pertains to requisitions for Commodities, New, and Renewal Services scheduled for delivery and/or required on or after 7/1/10. Delivery of goods and services charged to the 10/11 FY must be scheduled after July 1, 2010. IMPORTANT: You must update the GL date on requests charged to the 10/11 FY to 01-JUL-2010 to encumber funds in the appropriate FY. This requirement pertains to all 10/11 requests regardless of the fund type. In addition, indicate “10/11FY” at the beginning of the each description line. This information is critical to identify the appropriate year the order will be funded and will assist you in identifying the funding year on your purchase order and in report review. Please contact Cathy Garcia, ext. 4-4723 for questions related to 10/11 funds.

June 2, 2010: Access to enter/approve Oracle requisitions will be disabled at end of business June 2, 2010. Access to Oracle will be restored approximately July 7, 2010 for the 10/11 fiscal year. Access to the Reports Environment will remain enabled for continuous monitoring of your accounts.

OFFICEMAX SUPPLY ORDERS:

Office Max charges for the 2009/10 fiscal year must be made and processed no later than June 22, 2010 and all goods MUST BE received by June 30, 2010 in order to be paid out of 2009/10 fiscal year funds. OFFICE MAX ON-LINE ACCESS WILL NOT BE DISABLED.

PROCUREMENT CREDIT CARD (PCC):

Procurement Card charges for the 2009/10 fiscal year must be made and processed no later than June 21, 2010 and all goods MUST BE received by June 30, 2010 in order to be paid out of 2009/10 Fiscal Year Funds. Any PCC charges after 6/21/10 will be charged to fiscal year 2010/11. PCC CARDS WILL NOT BE DISABLED.

NOTE: THE ABOVE DEADLINE DATES PERTAIN TO ALL FUNDS (CSU OPERATING, CERF, LOTTERY, TRUST, ETC.)

[return]

C&PM Requisition Submission Dates

Date: February 23, 2009
To: Project LEAP <Proj-leap@lists.sdsu.edu>
From: Cathy Garcia <cgarcia@mail.sdsu.edu>
Subject: FY-08/09 — FY-09/10 Requisition Submission

Attached are the Contract and Procurement Management Requisition Submission Dates for 2008/2009 and 2009/2010 fiscal year end/beginning requisitions [PDF].

Please read the memo carefully. Requests for goods and services will be reviewed to determine the appropriate funding year depending on the anticipated supplier delivery date. Requests which will be delivered prior to June 30, 2009 should be charged to the current 2008/2009 fiscal year. Requests with long lead times and/or services commencing July 1, 2009 should be charged to the 2009/2010 fiscal year. In addition, consider adding the processing time of your request, to the supplier’s delivery time. As we approach our peak work load period, please allow adequate time for processing your requisitions. When you have contacted a supplier and know the delivery date or lead time will be significant, use this information to assist in determining the appropriate fiscal year funds.

NOTE: the target date to open the 2009/2010 fiscal year period is March 12, 2009. We will notify you via e-mail when the period will be available. Please remember to indicate 09/10 FY at the beginning of each requisition line and update the GL date to 01-JUL-2009 for all 2009/2010 FY funding requests.

If you have any questions regarding this process, please feel free to contact me.

Thank You!

Cathy Garcia C.P.M.
Manager, Contract & Procurement Management
San Diego State University
San Diego CA 92182-1616
Phone: 619-594-4723
Fax: 619-594-5919
E-mail: <cgarcia@mail.sdsu.edu>

[return]

CPM Sense Newsletter

Attached is the November 2008 issue of CPM Sense...

• November 2008 Volume 1, Issue 8 [PDF]

This issue features important information on:

• Requisitions for Dell Orders
• Service Learning Agreements
• How to view a PO in Oracle
• Insurance requirements for services performed on campus
• Can I sign documents that obligate the university?
• Records Destruction Services
• Increase to the EWRF fees
• New Small and Disabled Veteran Businesses
• Kathi Horton, Buyer III — Staff Awardee

If you have any procurement questions you’d like answered or any information you would like us to publish, please feel free to contact Jeff Fratt <jfratt@mail.sdsu.edu> or Cathy Garcia <cgarcia@mail.sdsu.edu>. We value your input!

See also, past issues.

[return]

Review of Open Orders from Jul. 1, 2008 through Sep. 30, 2008

Date: Nov. 18, 2008
To: Project LEAP <Proj-leap@lists.sdsu.edu>
From: Cathy Garcia <cgarcia@mail.sdsu.edu>
Subject: IMPORTANT — PLEASE READ

Good Day!

As part of the Contract and Procurement Management (C&PM) processes, various reports are run to follow up on orders that have either not been received or have not been paid. Suppliers are contacted to request delivery for past due orders and to request invoices for orders that have not been billed. The Purchase Order file is noted with findings. Suppliers with on-going delivery problems may be put on notice and may not be considered for future opportunities. These follow up efforts provide timely receipt and payment of goods and services. In addition to C&PM’s efforts, the campus submits On-line Final Close Requests to authorize buyers to final close orders that may have residual encumbrances, goods/services no longer needed, etc. These efforts combined help keep the process flow of procurement moving.

As we near the end of the first half of the 08/09 fiscal year, all orders processed for delivery from Jul. 1, 2008 through Sep. 30, 2008 should have been received and paid. Our office continues to closely review open orders, contacting departments for receiving information, contacting suppliers for delivery/invoicing, etc. However, our efforts alone are not enough. This memo is sent to request your assistance. Please review your open orders to determine whether:

• Goods or services may have been received directly by your department and there is no record of receipt in Receiving. Please e-mail Central Receiving with delivery information, i.e. PO number, date received, and department person who received goods.
  
  
• Goods or services are no longer needed. Perhaps the order can be cancelled or final closed. Complete and submit an on-line Final Close Request or e-mail the buyer to cancel the order.
  
  
• Goods were ordered in the 07/08 FY and have not been received. Call the Buyer on the order to discuss converting the order to 08/09 FY funds.

It is imperative you immediately review your orders carefully and submit final close requests or contact the buyer for assistance. All orders with delivery dates prior to Sep. 30, 2008 that are not received by Dec. 1, 2008 will be final closed.

Our office will continue this clean up effort throughout the year. This ongoing process will enable you to effectively track your accounts, make timely use of your available funds and ensure a smooth transition to the upcoming fiscal year. Please feel free to e-mail me with any questions at: <cgarcia@mail.sdsu.edu>.

Your assistance is greatly appreciated!

Cathy Garcia, C.P.M. Manager
Contract & Procurement Management
San Diego State University
San Diego CA 92182-1616

Phone: 619-594-4723
Fax: 619-594-5919

[return]

Requisition Submission: Expenditures for Goods and Services
Received in the 2007/2008 & 2008/2009 Fiscal Years

Date: Thu, 13 Mar 2008
To: <Proj-leap@lists.sdsu.edu>
From: Cathy Garcia <cgarcia@mail.sdsu.edu>
Subject: 07/08-08/09 Requisition Submission Dates

Attached are the Contract and Procurement Management, Requisition Submission Dates for 2007/2008 and 2008/2009 Fiscal Year End/Beginning Requests [PDF]. Please read the memo carefully, requests for goods and services will be reviewed to determine the appropriate funding year depending on the anticipated delivery date. Requests which will be delivered prior to June 30, 2008 should be charged to the 2007/2008 fiscal year and requests with long lead times extending past June 30, 2008 should be charged to the 2008/2009 fiscal year budget. Consider the delivery time when preparing your requisition. When you contact a supplier and know the delivery date or the lead time involved, please use the appropriate fiscal year funds.

NOTE: The 2008/2009 fiscal year period is now open. Please remember to indicate 08/09 at the beginning of each line on your requisition and update the GL date to 01-JUL-2008.

If you have any questions regarding this process, please feel free to contact me.

Thank You!
Cathy

Cathy Garcia, C.P.M.
Manager, Contract & Procurement Management
San Diego State University
San Diego CA 92182-1616

Phone: 619-594-4723
Fax: 619-594-5919

[return]

Contract and Procurement Management (C&PM) Offers Expanded Lab/Assistance Times to Current Oracle Requistioners using iProcurement

WHEN: Daily, Jan. 8 to Jan. 31, 2008 — 2 p.m. to 3 p.m. each day

WHERE: Applications Training Lab, AD-233

WHY: Assistance Offered in Requisition Entry Using iProcurement

• There will be no presentations, programs, etc. offered
• The lab will be open in “Production” for entry
• Come prepared to enter your requisitions into Oracle Production
• Use this hands-on lab time for help as an alternative to contacting C&PM via telephone
• No need to RSVP
• Questions regarding the training, contact Cathy Garcia at extension 4-4723

We look forward to seeing you there!

Cathy Garcia C.P.M.
Manager, Contract & Procurement Management
San Diego State University
San Diego CA 92182-1616
Phone: 619-594-4723
Fax: 619-594-5919

[return]

Computer Purchases

— Vista Operating System

TO:  Project LEAP

FROM:  Cathy Garcia, Manager, Contract & Procurement Management

SUBJECT:  Computer Purchases — Vista Operating System

DATE:  Feb. 16, 2007

It has been brought to our attention that computer suppliers are shipping orders with the new OS (operating system), “Vista”. This is a new product for the campus community. The operating system contains many new features that have not been tested and approved by campus IT staff. Currently Vista is only being released for IT support staff to train and test with our standard software.

New computers containing the Vista operating system will probably be re-configured to the standard operating system by your appropriate IT support staff. Most areas will need to reference XP operating system with hardware compatibility with Vista when obtaining quotations for computer purchases. This will help to ensure your equipment will be able to run the new operating system once the campus migrates to the Vista Operating System.

All computer purchases must have the Microsoft Operating System (OS) pre-installed, as our CSU site license covers OS upgrades only. You may downgrade the OS later, provided the computer has been configured with the appropriate drivers (OEM CD/DVD driver installation media). If the supplier will only ship Vista, notify your IT support staff to install the appropriate XP operating system. Questions regarding the Vista operating system and your computer requirements should be directed to your Division / College IT support staff, or see Windows Vista Application Compatibility Issues.

Thank you.

[return]

Policy Change

— for the purchase of Computers and Janitorial Supplies

TO:   Administrators, Deans, Department Chairpersons and Account Managers

FROM:   Cathy Garcia, Manager, Contract and Procurement Management

SUBJECT:   Policy Change — for the purchase of Computers and Janitorial Supplies

DATE:  June 20, 2005

Effective July 1, 2005, campus orders for Dell, Gateway, Hewlett Packard, Sony and Mission Janitorial will no longer be processed through Central Stores. These requests for equipment and products should be sent to Contract and Procurement Management for processing via an online Oracle requisition. This change will eliminate the separate process for purchasing those products and provide on-line status of your request. Because the on-line requisition process is no different than with other Oracle requests. Changing from Central Stores’ to Contract and Procurement Management’ system should be seamless. Per standard practice, delivery to the departments will be handled through Receiving.

Orders placed with Central Stores prior to their June 10th deadline will be processed and charged to your 04/05 budget. Once access to Oracle is enabled on approximately July 6, 2005 all new requests must be submitted using an on-line Oracle requisition to Contract and Procurement Management.

Business Services’ Central Stores web site links for Dell, Gateway, Hewlett Packard, Sony and Mission Janitorial will be moved to the Contract and Procurement web site. Contract and Procurement Management and Central Stores will update the web site some time after the Central Stores June 10th deadline. Included below, for your information is a list of the current web site links, supplier, contact name, telephone and email for obtaining pricing. In July, when submitting your on-line requests to Contract and Procurement Management, be sure to reference the quote information on your requisition and attach or fax (X40850) a copy of the quote, with the requisition number noted on it, to Contract and Procurement Management.

Supplier Information

Contract and Procurement Management will continue to provide additional information as we develop this new process. We appreciate any and all feedback. Our staff is committed to the procurement of value added goods and service. Please let us know how we are meeting that goal, or how we can better do so!

Should you need more information, please Cathy Garcia Cathy Garcia, Manager of Contract and Procurement Management or phone 619-594-4723.

[in SDSUniverse, June 20, 2005]

Note: documents in Portable Document Format (PDF) require Adobe Acrobat Reader 5.0 or higher to view; download Adobe Acrobat Reader.

[top of page]

This page last updated  February 3, 2012
Site Contact UCO Web Support