To: Management Council, VPs of Finance, and all eVA End Users
From: Shared Services Center
Area: Procurement
Reason: Reminder: Procurement Fiscal Year End Processing 2025
Date: May 16, 2025
Dear Colleges:
As we near the end of fiscal year 2025 (FY25), please be aware of some important updates. The fiscal team has confirmed that eVA integration will be suspended on Monday, June 16, at 5 p.m. To ensure integration completion on Monday, June 16, the SSC Procurement team will stop approving requisitions at 3 p.m. that day. Any requisitions not fully approved by 3 p.m. on June 16, 2025, will be rolled to Fiscal Year 2026 (FY26).
While the Division of Purchasing and Supply (DPS) has not yet issued a specific deadline for items requiring their approval, it's important to allow for adequate approval time; therefore, SSC Procurement’s recommendation is that any approval request be submitted to DPS no later than Friday, May 23, 2025.
This fiscal year, there is no SSC deadline for requisitions under $10,000 or for those over $10,000 that do not require solicitation. You can submit FY25 requisitions until June 16 at 3 p.m. However, please keep in mind the processing time required for submissions as the deadline approaches. Any unprocessed requisitions beyond that date and time will be moved to FY26.
Please review the table below to assist in preparing your fiscal year-end procurements:
|
|
Purchasing Threshold |
Procurement Method |
eVA Requisition Deadline for Goods / Services |
|
1 |
Over $100,000 |
Requests for Proposals (RFP) Solicitations |
No Fiscal Deadline |
|
2 |
Over $100,000 |
Invitation for Bid (IFB) Solicitations |
March 14, 2025 |
|
3 |
$10,000 to $100,000 |
Unsealed Solicitations (aka Quick Quote) |
May 9, 2025 |
|
4 |
Over $50,000 |
Items requiring DPS approval -- Includes Non-IT, Non-Construction Sole Source, Cooperative and Goods Solicitations over $100,000. |
Pending DPS (TBD) |
|
5 |
More than $10,000 |
Items NOT requiring a solicitation or DPS approval |
Integration Suspended Date: June 16, 2025 |
|
6 |
Less than $10,000 |
|
Integration Suspended Date: June 16, 2025 |
Notes:
|
1 |
If your college has identified earlier deadline dates, please follow that guidance. |
|
2 |
The SSC will continue processing requisitions up until 3 p.m. on June 16, 2025, after which any incomplete requisitions will be transitioned to FY26. |
|
3 |
Fiscal has issued a separate deadline memo dated May 14, 2025. These deadlines relate only to procurements. |
Early Start of Fiscal Year 2026 (FY26) Requisitions:
|
The early bird gets the worm...you can enter your known FY26 requisitions, including annual Blanket Orders, early. SSC Procurement recommends starting these submissions on June 2, 2025
Please keep in mind, SSC Procurement will begin to complete these requisitions to be released as a Purchase Order when Finance opens the new fiscal year, on July 1, 2025. |
Contact the SSC Customer Engagement Team at 877-340-5577 or help@ssc.vccs.edu if you have any questions.
