PCS Calendar Year-End Contract Deadlines

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As we approach the end of the calendar year, we want to ensure that everyone is aware of key contract deadlines and important reminders for effective contract administration. Timely action is essential to avoid disruptions in operations and to set us up for success in the coming year. Please take a moment to review the following information to help us close out the 2024 calendar year.

Year-End Contract Deadlines

  • Contract Renewals:
    Please review any contracts set to expire by December 31st. If you anticipate needing a renewal, submit your requests to PCS as soon as possible to allow Purchasing and Contracting Services adequate time for processing.
  • Contract Modifications:
    To avoid service interruptions, any necessary modifications or amendments needed before December 31st should be submitted to Purchasing and Contracting Services as soon as possible.
  • Final Invoices:
    Ensure all final invoices for the year are submitted. This will help reconcile accounts, avoid payment delays, and close out year-end contracts.

Key Administration Reminders

  • Vendor Performance Reviews:
    Take time to evaluate the performance of vendors and partners. Provide feedback and document any issues that need addressing. Complete any necessary performance evaluations for contracts with service providers to assess compliance and satisfaction. 
  • Budget Considerations:
    Review your contracts with your department's budget and needs in mind. Identify any potential adjustments that may be needed for calendar year 2025. 

Support and Resources

Utilize the PCS Portal and Banner to review your contracts and vendor payment history. 

You can download contract reports from the PCS Portal by clicking Query Submitted Matters and filtering by department. 

Screenshot of Purchasing Portal dashboard with Query Submitted Matters highlighted.

Explore filters and sorting to create a custom report. To export your custom report as a CSV file, select the drop-down arrow next to the gear icon, and select Download Spreadsheet.  

Screenshot from Purchasing Portal of gear icon with drop down arrow to expand menu.

If you have any questions about contracts or need assistance with the administration process, please email PCS. We are here to help! 

Thank you for your attention to these important matters. Let’s ensure a smooth transition into the new year!