Purchasing Year End & Migration to Jenzabar

The end of the 2023-24 fiscal year is just around the corner, and so is go-live with Jenzabar! To ensure continuity of operations during the migration from RogueNet to Jenzabar, the Business Office and Contract & Procurement Office need your help.

End of Fiscal Year 2023-24 (July 1, 2023 through June 30, 2024)

Help us prepare for the final data migration by checking the status of outstanding purchase orders (PO) and Travel Requests (TR) regularly now through July 11, 2024.

  • Follow up with vendors to get an invoice as soon as possible.
  • Any purchase order or travel reimbursement for 2023-24 not requested in RAPS by July 8, 2024, will not be reimbursed.
  • You must turn in all fiscal year 2023-24 receipts for reimbursement by July 8, 2024.
  • No reimbursements or payments to vendors for fiscal year 2023-24 will occur after July 18, 2024.
  • If a purchase order is no longer necessary, contact the Contract & Procurement office to have it closed.
  • If all items listed on a purchase order have been received, but the system does not reflect it, contact Shipping & Receiving for instructions on how to resolve this issue.
  • The last day to order for 2023-24 is June 3, 2024 (exceptions will be evaluated based on lead time; check with the Procurement Office).
  • Individual departments placing orders should ensure the vendor is aware that orders must be delivered no later than 5 p.m. on June 28, 2024.
  • Any order that is received after June 28, 2024, will be charged to the department’s 2024-25 budget.
  • Reach out to the Business Office (Tammy Canady or Debbie Dice), Budget Office (Natalie Herklotz) or VP of Operations/CFO (Lisa Stanton) if you need a budget adjustment as a result of ordering supplies sooner than normal.

Please see the linked document for a printer-friendly version of instructions on how to check the status of a PO.

Purchasing for Fiscal Year 2024-25 (July 1, 2024 through June 30, 2025)

No purchase orders for fiscal year 2024-25 will be created until after the go-live in Jenzabar on Aug. 12, 2024. Start preparing for the 2024-25 summer term now by ordering any supplies you need using the fiscal year 2023-24 RAPS year. The last day to place orders is June 3, 2024.

  • No reimbursements or payments to vendors for fiscal year 2024-25 will occur until August 12, 2024.
    • This will include travel per diems, mileage and/or other reimbursements.
  • Follow the protocol above for ensuring POs are wrapped up and invoices are received in order to close out RogueNet and cut over to Jenzabar.

Stay tuned for updates on Travel in Jenzabar. In the meantime, for registrations that need to be paid before we are live in the new system, we will use our current process through July 8, 2024.

2023/24 Year End Schedule
Last day to order items for 23/24 (Exceptions based on item availability)06/03/24
Last day items can be received & charged to 23/24 budget06/28/24
Last day to create a PO or travel request for 23/2407/08/24
Last day to turn in an invoice or receipt for 23/2407/08/24
Jenzabar Go Dark/Final Pass07/18/24
First day to create a PO for 24/25 in Jenzabar*08/12/24
     *Stay tuned for updates due to Jenzabar implementation 

We are working on plans for emergency procurement situations during the July 19 to August 12, 2024 blackout period. If you have any questions or concerns, please reach out to Contract and Procurement Director Jodie Fulton at jfulton@roguecc.edu, Business Office Director Tammy Canady at tcanady@roguecc.edu or CFO/VP of Operations and Finance Lisa Stanton at lstanton@roguecc.edu.