Fiscal Close Deadlines

To guarantee timely processing of your FY 2015 requests, please submit your request to the Business Office by the dates below. Make note of these dates as they affect year-end financial and personnel activities: purchasing, contracts and grants, travel and reimbursement, and human resources and payroll.

It is important to meet these deadlines, as we will not be able to guarantee timely processing of your requests if the paperwork is not in the Business Office by the dates below. Thank you for your attention to these deadlines.

For Contracts and Grants deadlines or proposal questions, please contact:
Lisa Ellis
831-459-5165
lisa@ucolick.org


Immediate Purchasing

Due to coordination requirements with Central Purchasing, please call purchasing immediately if you have any of the following types of purchases:

  • Any orders above $50,000
  • Any orders that require contracts or leases
  • Any orders that have sole source justification

Please contact:

Betsy Lee
831-459-4756
betsy@ucolick.org

Camille Martinez
831-459-2772
camille@ucolick.org


Procard Transactions

No Pro Card transactions will be processed between Saturday June 1 and Monday July 1. Purchasing will address rush orders where the vendor does not accept purchase orders on a case by case basis.

Deadline for purchases above $50,000:
May 13, 2015

  • All orders with a total value over $50,000 for any goods or services that you will need by July 1, 2015 and for which funds need to be committed prior to June 30, 2015
  • Any sole source purchases
  • Any orders that require contract review or are restricted purchases

Deadline for purchases $10,000 - $50,000:
June 10, 2015

  • All orders with a total value between $10,001 and $50,000 for goods or services that you will need by July 1, 2013 and for which funds need to be committed by June 30, 2015.

Deadline for purchases less than $10,000:
June 24, 2015

  • All supply orders under $10, 000 that you will need prior to July 5, 2015.

FY 2016 Purchasing Activity:
Opens June 3, 2015:

  • All orders for goods and services that are required on or after July 1, 2015 for which Fiscal Year 2016 funds must be used.

Contracts & Grants

Please contact:
Lisa Ellis
831-459-5156
lisa@ucolick.org

Publications Deadline:
May 15, 2015

Please inform Lisa if you intend to charge publication costs to grants expiring 6/30/15.


Travel, Reimbursements & Direct Pay

Please contact:
Camille Martinez
831-459-2772
camille@ucolick.org

Travel Voucher & Reimbursement Deadline:
June 10, 2015

All travel vouchers & reimbursements to be paid through June 30, 2015 using Fiscal Year 2015 funds must be received in the Business Office by June 13, 2015.

Travel Advance Deadline:
June 10, 2015

All travel advances for travel through July 15, 2015 must be received in the Business Office by June 10, 2015.

Direct Pay Deadline:
June 28, 2015

All Direct Pays must be received in the Business Office by June 28, 2015.


Human Resources & Payroll

Summer/International Visitors:
Please inform Leah Martin (lmartin@ucolick.org) in Human Resources as soon as possible if you plan to invite any visitors this summer or early fall. Please be aware that we are experiencing processing lead times of 3 to 6 months depending on visa type and country of origin.

Summer Salary:
Summer Salary request forms will be sent out in early May. Please return them by May 17, 2015 to ensure timely processing.

Summer GSR Appointments:
Human Resources staff will be contacting faculty via e-mail in mid-May regarding upcoming summer GSR appointments.