REQUISITION DEADLINES FOR PROCUREMENT DEPARTMENT

Federal and State regulations and Generally Accepted Accounting Principles (“GAAP”) mandate that all financial transactions and activities be recorded in the accounting period they were made. That necessarily means that all materials, supplies, equipment, and services ordered by District staff in any fiscal year must be fully paid for and received by the District within that fiscal year. To meet this requirement, the Procurement Department asks that staff submit requisitions for purchase orders (“PO”) as soon as possible in order to allow sufficient time for processing and delivery of the orders. To help staff plan for this, the Procurement Department is providing the following guidelines.

1. Staff must submit requisitions for PO for (i) orders over $1,500 regardless of the items; (ii) computer equipment, audio-visual equipment, furniture over $500; and (iii) computer software over $200. These values are inclusive of sales tax and any delivery and handling charges.

2. Allow sufficient time for the Procurement Department to source the requested items, receive quotes/bids for those items, and generate a PO.

3. Allow at least one month from the time the PO is issued for the vendor to deliver the requested items.

4. Orders for school sites must be delivered to and received by school staff before the end of the school year.

5. Vouchers for payment for items received by staff must be submitted in GoFast for processing before the end of the fiscal year.

Deadlines to use FY 22 Funds

The table shows the dates by which approved requisitions must be submitted in GoFast for processing in order to use FY 22 funds. The deadlines are strict and any requisitions for PO received after the corresponding dates will be denied and referred back to the requisitioner. The deadlines apply to all District’s programs as well including Summer school programs and Federal and State programs which have a fiscal year end date of June 30th . Requisitions returned to the requisitioners can be resubmitted on July 1, 2022 using FY 23 funds. All POs issued will be marked as follows to notify vendors accordingly.

For deliveries to school sites: THIS ORDER WILL BE CANCELED IF NOT RECEIVED BY MAY 20, 2022.

For deliveries to central office sites: THIS ORDER WILL BE CANCELED IF NOT RECEIVED BY JUNE 30, 2022.

Type of Requisition                                                                 

Requisitions for PO for delivery to school sites   (Deadline: April 8, 2022)

Requisitions for PO for delivery to central office sites  (Deadline: May 27, 2022)

Warehouse requisitions for items from warehouse stock for delivery to school sites.*                    (Deadline: May 20, 2022)

Warehouse requisitions for items from warehouse stock for delivery to central office sites.*   (Deadline: June 6, 2022)

* The Warehouse will be closed from June 13 to June17, 2022 for inventory check.

For any questions, please contact Dr. Albie Udom, Director of Procurement via email at Udoma@sfusd.edu