About Purchasing

Fiscal year end is rapidly approaching, and we are planning ahead to ensure timely processing in Purchasing and Accounts Payable.

Purchasing Deadlines

All requisitions for tangible products, onsite services, and any purchase over $30,000, that will require competitive bidding process,  need to be submitted and approved on or before Friday April 25, 2025, to be processed this fiscal year. Purchased items received after June 14 will be processed after fiscal year and will come out of the 2025-26 budget

Any requisitions for subscription renewal or online data access must be submitted by Friday May 16, 2025    
PCard purchase cutoff is Monday, June 16, 2025, for processing during this fiscal year.  Any P-card purchases after that date will be processed in the 2025-26 fiscal year.  

After the May 16 Cutoff Date

Requisitions for purchases made after the May 16 cutoff will require approval from the college president (for each college) or the vice chancellor of Finance and Operations (for district purchases) in order to be processed into a purchase order during this fiscal year.

Accounts Payable Deadlines

• Thursday May 1, 2025 - Past due PO invoices/A19 vouchers and Travel Expense reports are due
• Friday May 30, 2025 – Deadline for adding funds to POs for Accounts Payable payment processing.
• Friday June 13, 2025 – Deadline to submit Current PO invoices/A19 vouchers
• Friday June 13, 2025 – Travel Expense reports for travel before June 1, 2025, are due
• Monday June 23, 2025 – Travel Expense reports for Travel after June 1, 2025, are due

Why This Is Necessary

The Finance and Purchasing Departments made these changes to ensure there is enough staff capacity and time to complete all the processes necessary in ctcLink within the State’s given deadline.

We understand that this is a new process, and we acknowledge that it requires planning and forecasting for all requisitions for the remainder of the fiscal year. We want everyone to be successful, and we are prepared for a higher volume of requisitions in February and March to accommodate that planning work.  

Questions?

If you have additional questions or need assistance, please contact:  

• Angela Gurney, Director of Purchasing
• Charlene Rios, Director of Accounting

Colleagues,

Fiscal year end is rapidly approaching and we are planning ahead to ensure timely processing in Purchasing and Accounts Payable.
 

Purchasing Deadlines

• All requisitions for tangible products, on-site services, and any purchase over $30,000, that will require competitive bidding process, need to be submitted and approved on or before Friday, April 5, 2024, to be processed this fiscal year. Purchased items received after Friday, June 14 will be processed after fiscal year and will come out of the 2024-25 budget.
• Any requisitions for subscription renewal or online data access must be submitted by Friday, May 3, 2024.
• PCard purchase cutoff is Friday, June 14, 2024, for processing during this fiscal year.  Any P-card purchases after that date will be processed in the 2024-25 fiscal year. 
   

Accounts Payable Deadlines

• Past due invoices and expense reports are due May 1, 2024.
• Final vendor invoice deadline is Friday June 14,2024.
• Expense reports for travel before June 1 2024 are due Friday June 14, 2024.
• Expense reports for Travel after June 1, 2024 are due Monday June 24, 2024.
   

After the April 5 Cutoff Date

Requisitions for purchases made after the Friday, April 5 cutoff will require approval from the college president (for each college) or the vice chancellor of Finance and Operations (for district purchases) in order to be processed into a purchase order during this fiscal year.
 

Why This Is Necessary

The Finance and Purchasing Departments made these changes to ensure there is enough staff capacity and time to complete all the processes necessary in ctcLInk within the State’s given deadline.

We understand that this is a new process, and we acknowledge that it requires planning and forecasting for all requisitions for the remainder of the fiscal year. We want everyone to be successful, and we are prepared for a higher volume of requisitions in February and March to accommodate that planning work.
 

Questions?
If you have additional questions or need assistance, please contact:  

• Angela Gurney, Director of Purchasing
• Charlene Rios, Director of Accounting

Contact: PCards@seattlecolleges.edu

Purchasing issues pCards and oversees cardholder and approver agreements, spending limit requests, and bank interactions and disputes. For all questions related to pCard applications or administration, please use the email address above.

Contact: FixedAssets@seattlecolleges.edu

Purchasing oversees the capitalization and tracking of all individual pieces of equipment valued at $5,000 or more. For questions related to procurement, inventory tags, or asset tracking, please use the address above.

Contact: FixedAssets@seattlecolleges.edu

Wondering what to do with equipment that is broken or obsolete? When assets reach their end-of-life, Purchasing administers their surplus process and disposal. To notify us of an asset in need of disposal, and for all surplus-related questions, please contact Purchasing at the address above.