For planning purposes,
University departments are encouraged to adhere to the following purchase
schedule:
December
1
Submit all annual purchases of equipment by this date.
March 1
Request renewals of contracts by the appropriate vendors. This process
will be initiated by the purchasing agent in Purchasing. Departments
will receive letters asking them to start the renewal process or prepare
specifications to rebid the contracts.
April 1
By this date, all requisitions should be submitted for purchases that
have to go out for bid; i.e. non-contract purchases.
May 1
This is generally the final date each fiscal year when non-emergency
purchase requisitions will be accepted.
These dates have been established to allow Purchasing to begin and complete
the procurement cycle. This can include bid periods of 30 days on certain
purchases, time to allow for any approvals required by the Attorney
General's Office, lead time by the vendors, and any other steps required
in the process. Not included is time for Accounts Payable to effect
payment and complete the procurement cycle. However, as the June 30
end-of-year closeout approaches, all of this takes on even more importance
One John Marshall Drive, Old Main 108, Huntington, West Virginia
25755-4100
Ph: 304.696.3157
Fx: 304.696.3333
