2001-2002 PROCESSING DEADLINES FOR:

• BUSINESS & TRAVEL/MILEAGE REIMBURSEMENTS
• COPIER CONTRACTS
• FIELD TRIP REQUESTS
• INSTRUCTIONAL MATERIAL REQUESTS
• INVOICES
• MAINTENANCE SERVICE REQUESTS
• NONSTOCK REQUISITIONS
• PROCUREMENT CARD PURCHASES
• REVOLVING CASH FUND AND ATHLETIC REIMBURSEMENT CLAIMS
• STOCK ORDERS
• WALK THROUGH/PICKUP PURCHASES

Brief Explanation:

May 10-Last day to submit Nonstock Requisitions through Electronic Forms Routing Application (EFRA) against the 2001-2002 budget. This is an especially critical date for integration funding, which does not have carryover provisions. Forthcoming Information Circular, titled 2001-2002 Budget Carryover Program will address which funds with account balances carryover into 2002-2003.

May 10-Last day to submit Instructional Material Requests for textbooks, library and other books through EFRA against the 2001-2002 budget.

May 17-Material Control Unit will notify division/department heads and principals describing the process to cancel 2001-2002 unfilled stock orders or rebudgeted into 2002-2003.

May 20-Last day to charge procurement card purchases against the 2001-2002 budget. Phone orders should be placed by such a date that the vendor would ensure posting to the May statement.

May 24-Last day for traditional schools to deliver Revolving Cash Fund (RCF) and Athletic Reimbursement claims against the 2001-2002 budget. Warrants will be mailed to the site by June 7, 2002, for deposit by June 14, 2002. If emergency RCF needs arise after May 24, 2002, these must be processed by June 14, 2002, and must include a deposit slip so the Fiscal Control Unit may deposit the warrant by June 21, 2002.

May 24-Last day to present 2001-2002 Nonstock Requisitions to the 14 selected vendors for walk through purchases. (Reference Site Operations Circular 1014, dated September 25, 2001.) Only addresses listed on the circular are valid for walk-through purchases.

May 24-Last day to deliver hard copy Stock Requisitions for funds not eligible for on-line ordering against the 2001-2002 budget.

May 28-First day to submit Nonstock Requisitions and Instructional Material Requests through EFRA against the 2002-2003 budget. Requisitions should note the applicable fiscal year. The Procurement and Distribution Department will not begin processing 2002-2003 requisitions until June 17, 2002.

June 3-Traditional Schools-Last day to deliver Business & Travel Expense Reimbursement and Mileage Reimbursement claims for travel through May, against the 2001-2002 budget. Forthcoming Administrative Circular, titled 2001-2002 Accounts Payable Charges, will address expenses incurred after June 3, 2002.

June 7-Last day to deliver Field Trip Requests against the 2001-2002 budget. If the field trip is to be reimbursed, the check must be attached to the Field Trip Request and delivered to the Budget Department.

June 7- Year-Round Schools-Last day to deliver employee Business & Travel Expense Reimbursement and Mileage Reimbursement claims against the 2001-2002 budget. Warrants will be mailed by June 21, 2002 for deposit by June 25, 2001. Forthcoming Administrative Circular, titled 2001-2002 Accounts Payable Charges, will address expenses incurred after June 3, 2002.

June 7-Last day to submit 2002-2003 Nonstock Requisitions through EFRA for copier lease and maintenance contracts. A forthcoming Administrative Circular, titled 2002-03 Expenses For Leased Copiers will address the specific procedure to follow.

June 10-Last day to submit, via school mail, the May procurement card statements and monthly activity reports.

June 12-Last day to submit on-line stock item requests against the 2001-2002 budget.

June 13 - First day to submit on-line stock item requests and hardcopy Stock Requisitions against the 2002-2003 budget.

June 14 - Last day to deliver Maintenance Service Requests against the 2001-2002.

June 21 - Last day to deliver invoices and claims (i.e., rental and maintenance of equipment, June employee reimbursements, etc.) against the 2001-2002 budge. Invoices and claims of $500 or more received after the deadline must be entered on a Request for 2001-2002 Accounts Payable Charges form. An Administrative Circular, titled 2001-2002 Accounts Payable Charges, will be forthcoming.

Items listed above that are received after the deadlines will be processed after July 1, 2002, and charged to the 2002-2003 budget. All items listed should be delivered to the Budget Department, Eugene Brucker Education Center, Room 3209.

Note: You may not submit a claim, such as mileage, for future dates. Submission of claims by June 21, 2002, may only include mileage or expenses that have actually been incurred.

For additional information or questions, please contact Connie Malmquist at (619) 725-7612.