Subject: Finance-related Transactions Impacting Faculty and Staff
From: Office of the Provost <[email-masked]>
To: "Rosas, Yvette" <[email-masked]>
Date: Thu, 22 Mar 2018 20:25:00 +0000

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[Purdue University]     OFFICE OF THE PROVOST

TO:           All West Lafayette Faculty and Staff

FROM:     Jay Akridge, Provost and Executive Vice President for Academic Affairs and Diversity

                 Suresh Garimella, Executive Vice President for Research and Partnerships

DATE:      March 22, 2018

RE:          Finance-related Transactions Impacting Faculty and Staff

Our financial systems are being significantly improved through the Transform Purdue process. The General Ledger — or Finance — portion of Transform Purdue will launch on July 1, 2018.  Prior to the launch, there will be many conversion deadlines that directly impact faculty and staff.

You need to be aware of these dates to make the transition as smooth as possible.  The schedule below is designed for your reference, and to help you anticipate and prepare for the transition period.

Your assistance in meeting these deadlines is critical to a successful transition.  We thank you in advance for your assistance during this transition period.  Your Business Office is prepared to respond to your questions/provide assistance as needed.

Purchasing Deadlines and Interim Processes

   *   Wed., April 18 — deadline to submit purchase requisitions greater than $10,000 for processing before July 1.  Ariba will be available for large purchases again after conversion activities are complete.
   *   Wed., May 2 — deadline to submit purchase requisitions involving new vendors in Ariba.
   *   Wed., May 9 — deadline for all Ariba purchase requisitions to be submitted and approved.

Transition Period Purchasing Processes

Critical purchases may be necessary during the transition period. Please work with your business office to determine the best purchasing options.

  1.  Use the Purchasing credit card to purchase low-risk or small-dollar orders.
  2.  Use a Direct Invoice Voucher to purchase low-risk items when the vendor does not accept credit cards. The vendor will be paid after July 1 if the voucher is submitted to Accounts Payable after June 1.
  3.  All high-risk purchases, including long-term projects, capital purchases, vendors requiring Purchase Orders and contracts, should follow the interim purchase order process, which is paper-based and will take longer due to manual processing.

Other Important Deadlines

   *   Fri., June 1 — final day Direct Invoice Vouchers to individuals or vendors will be processed.
   *   Fri., June 15 — deadline for completed Travel expense reports. Expense reports not approved by this date cannot be processed until after July 1.
   *   Fri., June 15 — deadline for Wire Transfers.

   *   Fri., June 29 — deadline for work orders. After this date, emergency work orders will be submitted through Fixit.

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