NIU official announcement The deadline for submission of FY19 requisitions is approaching
New FY2019 purchase requisitions (requirements under $100,000) for order and delivery in FY2019 must be submitted via P2PO no later than April 19, 2019. For requirements greater than $100,000, please contact a Procurement Services & Contract Management (PSCM) representative for guidance at 815-753-6107. Requisitions are required for rollover of multi-year purchase orders to the new fiscal year. Rollover requisitions must be submitted via P2PO with each year represented on a separate requisition line. *Do not hold FY19 documents even if the deadline has passed. Submit them as quickly as you can. The cooperation of all requesting departments is needed to ensure a successful fiscal year transition. Should you have any questions about the transition period from one fiscal year to the next, please call PSCM at 815-753-6107 for further assistance.
FY2020 is now open is PeopleSoft FMS for the NIUDK business unit Please begin your entry of FY20 requisitions as quickly as possible. Estimated time frames for completion of transactions follows as noted in P2PO requester training: - A simple requisition may be fulfilled in 1‐4 weeks - If a contract or a bid is required, 8‐12 weeks for completion is not uncommon - Should a Request for Proposal (RFP) need to be conducted, the timeline is 6‐9 months If goods and/or services are required at the beginning of the fiscal year (July 1), please provide appropriate lead time for completion of the transaction. Also, if something is not required until later in the fiscal year, please hold creation and submission of the corresponding requisition until after July 1. Reminders about Requisition Creation 1. When creating requisitions, it is very important to provide detailed, thorough descriptions. This ensures that your request is processed accurately, and also avoids audit findings. Descriptions should always contain the following information, when relevant: a. What is being purchased – i. detailed description including name brand (if any) ii. model number (if any) iii. vendor item number (if any) iv. This information should match the quote as closely as possible b. Dates of service – e.g. "FY20 Open Order for miscellaneous items for the period 7/1/19 – 6/30/20", or e.g "Consulting Services for 8/7/19 – 8/28/19", or e.g. "Acrobatic Performance on 9/15/19."
c. Event dates and details, including attendees when applicable – e.g. "Hotel Room for Candidate for open position on January 7-9, 2020", or e.g. "Dinner with Donors for three people at The Junction Restaurant on 9/15/19 – attendees include Mr. Jones, Mrs. Smith, and Ms. Patel."
d. Descriptions should never contain "NET CHECK" – that detail is captured in a comment
2. When creating requisitions, comments and attachments are required to convey the details of the requested purchase: a. Requesters must ALWAYS remember the required comment detailing Requested by: Dept: Delivery Location: b. If a NET CHECK transaction is required, the following details must be included in a comment (not in a line description) i. NET CHECK REQUESTED ii. The invoice number iii. The date of the invoice c. Attachments can include, but are not limited to: i. the quote, estimate or proposal obtained from the vendor – required when applicable ii. additional quotes and documentation when federal grant and/or project monies are funding the request, as mandated by 2 CFR 200 – Uniform Guidance and 2 CFR 200.318 Procurement Standards - required when applicable iii. exception forms from DoIT for computers that do not comply with the University's accepted Dell configurations - required when applicable
iv. any terms and conditions accompanying a quote or estimate that would govern the purchase - required when applicable v. any agreement or contract that the vendor has provided - required when applicable vi. approval documentation with regard to Electronic Information Technology accessibility review for any IT purchases. A workflow step now enforces this need, but requesting departments may contact the EIT accessibility team ahead of requisition entry - required when applicable vii. if it is a brand new supplier, or if the supplier's remit address has change, upload the new W-9 form so the supplier can be set up in the system - required when applicable
viii. relevant email communications (printed to a pdf file) ix. the Certifications form is required by the State of Illinois from every single supplier that engages with the University - campus departments are encouraged to obtain the Certifications form from vendors before entering a requisition as the purchase cannot be completed without the form x. the Financial Disclosures and Conflicts of Interest form that is required from any supplier that completes $50,000.00 or more in business with the State and/or any State agencies, combined – this is another opportunity for requesters to assist with obtaining the State's required forms to keep business moving
xi. any other documentation that supports or explains the requested goods and/or services High quality details and inclusion of all required information decreases the chance of questions or requests for more information that will delay the purchase later. Please note: if a requisition is submitted without sufficient supporting documentation, or if it is missing any of the items marked required when applicable above, it will be placed on hold until such time that the requester updates the record. The request may also be denied outright by approvers, or when it arrives in PSCM, if there are significant deficiencies. Please exercise care when creating requisition records and building out details, comments and attachments to avoid delays in processing the request. And please remember: one attachment is allowed per comment in the system. It is possible to combine pdf files using Adobe Acrobat Pro (not the Reader version), or hard copies of multiple files can be scanned together to create one file with corresponding comments that declare what is included. Add as many comments using the + icon as is required to convey details and attachments. 3. Change orders require additional considerations and comments: a. It is extremely important that requesters edit the Requisition Name to include the word CHANGE when submitting a change to an existing purchase order. b. Create new comments when making any changes, including the date the comment is made and the narrative explaining what the change is achieving.
Don't forget to communicate with approvers when making a change to a requisition that has currently pending approvals.
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