From: Thompson, Ronald
Sent: Tuesday, July 08, 2003 4:13 PM
To: 'DGCA Forum'
Subject: Open Legacy Subcontract Purchase Orders

OPEN LEGACY SUBCONTRACT PURCHASE ORDERS

The actions taken below were in response to Stephen DiPaolo and David Hamlin’s memorandum entitled “Important New Instructions Concerning Year-End Procure-to-Pay Procedures” dated May 5, 2003. The memorandum concerned a number of changes. The change of concern here is the automatic canceling of ALL open legacy purchase orders as of June 30, 2003 that were transferred into RIAS in June 2002. Selected subcontracts (see below), however, that were automatically cancelled will be reinput as regular RIAS transactions during the June 2003 unadjusted month-end processing by the Office of Research and Sponsored Programs (ORSP).

The ORSP is now completing the conversion of these open legacy subcontract purchase orders into detailed RIAS purchase orders. This will allow uninterrupted payments to these subcontractors in FY 04. The ORSP is only converting valid, open legacy subcontract purchase orders with an outstanding commitment balance of over $1,000. In addition, they are only converting the subcontracts for those awards that are currently active or that expired March 31, 2003 or later.

For your information, a conversion table from the old legacy purchase order numbers into the new RIAS purchase order numbers can be found at: http://postaward.rutgers.edu/SubPO_Crosswalk.xls. Since the ORSP is still in the process of reinputting these subcontracts, some of them will be temporarily marked TBA in column E, New RIAS PO Number.

Each subcontractor will be notified by the ORSP of the new purchase order number(s) that should be referenced on their invoices. During this transition, if you receive any subcontractor invoices for any of these cancelled legacy subcontract purchase orders, please refer to the conversion table to determine the new RIAS purchase order number and reference it on the invoice so that the item can be paid.

Should you have any questions, please email us at dgca1@rci.rutgers.edu.

Thank you.
Ronald S. Thompson, CPA, MBA,
Assistant Controller
Rutgers, The State University of New Jersey
Division of Grant and Contract Accounting
3 Rutgers Plaza
New Brunswick, NJ 08901-8559

Phone 732-932-0165 ext 2218
Fax 732-932-0182
E-mail thompson@grantadm.rutgers.edu
Web site http://postaward.rutgers.edu