Procurement Services News
Procurement Services Newsletters
Procurement Services eNews chronicles UW procurement news and information to assist faculty and staff in staying knowledgeable by providing tips and guidance, and details about upcoming improvements with UW systems or processes in our rapidly changing procurement landscape. Register here for newsletter email delivery.
Important Praxair Announcement
In preparation for some website improvements, Praxair’s eProcurement portal will be down due to site maintenance at 5:00 PM PST on Friday, May 4th 2012 and will be fully functional by 8:00 AM on Monday, May 7th 2012. Read More...
SAVE THE DATE: May 9th for UW’s Health & Life Sciences Showcase
The University of Washington recognizes the importance of supplier diversity in our procurement practices and is committed to strengthening and expanding opportunities. To support that effort, a Health & Life Sciences Showcase, hosted by The Business Diversity Program and Procurement Services will take place down in at the South Campus Center in early May.
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(posted 04/20/2012)
By attending, you will have the opportunity to connect directly with 27 suppliers who specialize in health & life sciences goods & services.May 9, 2012
11:00 am to 2:00 pm
South Campus Center Room 316
Please register to attend by clicking this registration link:
https://catalyst.uw.edu/webq/survey/akbattle/161432
Roche Diagnostics Launches in eProcurement
Roche Diagnostics is a life sciences Hosted Catalog with eInvoicing capability and is the 38th catalog in eProcurement.
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(posted 5/4/2012)
Roche’s ‘Personalized Healthcare’ is at the core of their business strategy. Their expanding knowledge and understanding of disease mechanisms combined with molecular biology and technology expertise, are leading Roche Diagnostics to more targeted therapies, and clinically differentiated products.For more information, please contact Roche Diagnostic’s UW representative, Lisa Yen Nguyen at: lisa.nguyen@roche.com, (206-714-3328) or Linda Skurdal at: linda.skurdal@roche.com, (425-877-4013).
The U.S. Small Business Association Announces New Partnership to Connect Small Businesses with Corporate Supply Chains
(posted 3/26/12)
eReimbursements will be available to campus starting February 27th
eReimbursements will simplify the reimbursement process by providing an alternative to paper check requests, petty cash forms and use of revolving funds for employee reimbursements.
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(posted 02/23/2012)
Training is not mandatory to access eReimbursements. Any employee with access to eProcurement can access eReimbursements and can use the instructions found on our website to initiate an eReimbursement to a UW employee. Make sure to enter the correct payee on the eReimbursement, as it currently defaults to the preparer. Coordinate with your department Administrator before implementing in your department.If you would like to attend a training session there are several now posted on our training website. Additional information regarding eReimbursements can be found here: http://f2.washington.edu/fm/ps/xr-overview
Questions? Feel free to contact Accounts Payable at payman@uw.edu and include eReimbursements in the subject line.
New System & New Training - Register Soon
Non-PO Invoice is a new user-friendly tool, provided by the same system that is used for eProcurement and eTravel, for making a payment to a supplier when a PO is not required. Non-PO Invoicing provides users a convenient means of making quick payments, as an alternative to ProCard and when the purchase is below the direct buy limit (currently $5,000). This new process will provide the same great visibility users have come to enjoy with eProcurement and enable faster payments to suppliers.
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(posted 02/13/2012)In order to begin using this new system, one must pass an online learning assessment with a score of 80% or better and learn about the new system functionality through an instructor led training, webcast or by reviewing our PowerPoint slide set. Classes will be offered weekly beginning the week of February 20, 2012 and you can register for one of the classes on our training website. Register soon to guarantee your space in class.
To learn more about this functionality you can view the Non-PO section of the Procurement Services website , or contact our Customer Support group at pcshelp@uw.edu or 206-543-4500.
New and Quick Way to Make Payments without a PO!
Non-PO Invoice is a new user-friendly tool, provided by the same system that is used for eProcurement and eTravel, for making a payment to a supplier when a PO is not required.
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(posted 2/7/12)
Non-PO Invoicing provides users a convenient means of making quick payments, as an alternative to ProCard, while providing the same visibility users have come to enjoy with eProcurement. Those interested may begin to utilize this functionality after attending a training session (in person or online), after passing an online knowledge assessment and having Astra access granted. To learn more about this functionality you can view the Procurement Services Non-PO website or sign up to attend a training class. Classes will be offered weekly beginning the week of February 20, 2012. Questions? Contact pcshelp@uw.edu or call 206-543-4500.
Electronic Reimbursements Replacing Old Process
More good news on streamlining paper processes with electronic solutions. As a component of our eProcurement extension projects, we’ve created an electronic form to improve and standardize business related reimbursements.
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(posted 2/6/12)
This new eReimbursement process will simplify the procedure while creating efficiencies including the side benefit of eliminating the wasteful use of paper. The new process is being piloted and will be rolled out to the campus after an adequate assessment of the pilot.
eReimbursements will impact the following processes:
• AP check requests
• SFS petty cash window
• Department Revolving Funds
• PO’sThe objective is to use eReimbursements instead of the old paper based processes for any reimbursements. Initially, eReimbursement will only be available to reimburse UW employees.
Please contact Julie Condit for more information at jacondit@uw.edu or 685-0571.
Announcing Two New PAS Ordering Process Improvements
To be cost effective and efficient, the primary purchasing method is eProcurement, but if that’s not possible for what needs to be purchased, Procurement Services has rolled out two new purchase order related process improvements that will eventually be incorporated into future eProcurement enhancements. Here’s a quick review of the processes that will be improved through automation.
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(posted 2/16/12)
Sole Source Justification Statement eForms
Sole Source Justification Statement (SSJS) eForms have been developed to assist customers with sole source purchases. The eforms are designed to be intuitive for the user, prompting for only the data that is essential for the purchase and can also be saved and shared between individuals who need access to add information, review, approve and submit the eform. This will save users time and effort, with Procurement Services receiving sufficient information to immediately begin work on contract execution. The eform and any associated documentation are submitted simultaneously and are automatically linked to the 6 digit purchase requisition number.The new SSJS webpage with access to eforms: http://f2.washington.edu/fm/ps/how-to-buy/sole-source
PAS Document Attachment Webpage
A newly created Procurement Services webpage and web form allows campus users to upload documents (attachments) associated with a PAS purchase requisition and send the documents electronically to Procurement Services. Documents submitted from the new webpage are linked directly to the 6 digit purchase requisition number. The URL to the new webpage is referenced on the PAS requisition general data screen and sole source justification screen.New PAS Document Attachment Webpage is at: http://f2.washington.edu/fm/ps/attachment
Summary of process improvement benefits:
- Submit Sole Source Justification Statement eforms directly to Procurement Services
- Sole source eforms are sharable between pre-designated individuals
- Submit documents associated to a PAS requisition directly to procurement services
- Eliminates lost documents
- Eliminates duplication of effort
- Eliminates lost time
$75 Receipt Waiver Approved by OFM
Washington State’s Office of Financial Management has approved a receipt requirement waiver for purchases up to $75. This waiver from OFM covers the following UW purchase systems: P.O., Travel (with exceptions), eProcurement, and ProCard. However at this time, only the ProCard transactions have received UW Internal Audit approval to implement this procedure.
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(posted 2/6/12)
So what does this mean? It means that you no longer need to spend time and effort in trying to locate a ProCard receipt or invoice for purchases $75 and under, but as a best practice for any purchase, please document the business purpose if it’s not already obvious.
Using the $75 receipt waiver is not mandatory. Departments have the discretion to implement this in a manner that best suits their needs. For instance, departments might require receipts or documentation for transactions up to $75 that have a high risk of fraud or misuse. If a department decides to use this waiver, then it must be stated in the department’s internal policies and contingency procedures.
Questions? Please contact Aris Gempesaw at arisg@uw.edu or 206-543-9183.
RIP/Non-RIP Notices Will No Longer Be Sent
The process known as RIP/Non-RIP, where Accounts Payable would send paper based copies of invoices to a campus mailbox number has changed. Effective January 1st, Accounts Payable (AP) will no longer print or distribute paper based notices.
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(posted 2/3/12) / (updated 2/7/12)
Historically, Non-RIP notices triggered department personnel to review and approve or dispute an invoice payment. As of January 1st, to approve and communicate payment for invoices over $10,000, using the “NonRIP Invoices Pending” report within the suite of Procurement Desktop Reports (PDR) is necessary. Additionally, those responsible for monitoring payments under $10,000 must do so using the PDR “Invoice Status Summary” Report.
If your department would like to release a pending Non-RIP invoice for payment, the individual with budget authorization should email nonrip@uw.edu and provide the name of the person approving payment and the date the materials or services were received. You can click on the DSI number within the Non-RIP Invoices Pending report which will create an email with a Non-RIP approval form to be completed.
These reports, along with many other AP reports, can be found in the Procurement Desktop Reports catalog. Users can learn more about the Procurement Desktop Reports on the Procurement Desktop Reports website, through an in-person training class, or by reviewing our training PowerPoint presentation. Still have questions? Contact the Procurement Customer Support Team at pdreport@uw.edu or 206-543-4500.
Attention Suppliers: Help line for 1099 questions
If you have received form 1099 MISC from the University and have questions regarding the form, please contact the Procurement Services Tax Desk at 206-685-0271 or ten99@uw.edu.
Copiers & Printers: A Managed Print Services Approach is Coming!
Procurement Services and Creative Communications have partnered in a LEAN process improvement project called “Printopia” to improve the University’s process for acquisition of copier/printer equipment and services. The Printopia team has identified that a Managed Print Services approach to copying and printing is a recognized best practice, and will benefit the campus through significant cost savings and process efficiencies.
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(posted 1/18/12)
Contact Procurement Services if questions about this project, or if your department is in need of copy/print services before the new contract is available: Carla Helm: chelm@uw.edu or Ray Hsu rayhsu@uw.edu
6th Annual Business Diversity Supplier Fair: February 8th
The UW Business Diversity Program is pleased to invite you to the 6th Annual Business Diversity Supplier Fair on Wednesday, February 8th at Mary Gates Hall. This is an opportunity for local, small and diverse suppliers to share information and showcase their goods and services with UW colleges, schools, and departments. See the flyer for more information.
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(posted 1/9/12)
Do you buy office supplies or furniture?
Do you buy IT goods or services? Do you buy promotional items?
Do you buy sustainable goods or services?If you are responsible for making purchases like these and are looking for qualified suppliers this is the event for you!Date: February 8, 2012
Time: 11:30a-1:30p
Location: Mary Gates Hall
Procurement Services eNews - December 15th Issue
Check out the latest issue of the UW Procurement Services eNews
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(posted 12/23/2011)
Procurement Services eNews chronicles UW procurement news and information to assist faculty and staff in staying knowledgeable by providing tips and guidance, and details about upcoming improvements with UW systems or processes in our rapidly changing procurement landscape.If you would like to receive these eNewsletters sent directly to your inbox, please subscribe online. You can also view these newsletters at http://f2.washington.edu/fm/ps/home/ communications-and-outreach
New Quoting Capability for Dell in eProcurement
Dell can now do quotes in eProcurement. Customers receiving quotes can now enter them in Dell’s eProcurement catalog.
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(posted 12/8/2011)
To access the saved quote, users will need to login to eProcurement. Next, click on “Create” in the menu bar and then click on “Requisition”. Click on Dell catalogs and then click on the Dell Premier “Buy from Supplier” button. Once on the Dell Catalog, please click “Quick Links” in the upper right corner, then click on “Custom Links” and “Non-Standard Catalog Quotes”.Next, click the “Add to Cart” next to your Quote number to add the items to your basket. Once you have added all of your quotes into the basket and you are ready to create your order requisition by clicking on “Create Order Requisition”. Once complete, you will be returned to eProcurement where you will title your requisition. Guide your customers here for complete instructions.
3% Withholding Tax Repealed
On November 21st, President Obama signed into law legislation that repeals the 3 percent withholding requirement that was set to take effect in 2013. The law would have required scores of public colleges and universities to withhold 3 percent of payments made for the purchase of certain goods and services. Read more…
Specialty Underwriters Equipment Maintenance Program
A contract with Specialty Underwriters for scientific equipment maintenance provides savings of 15-30% by converting existing maintenance agreements to a managed time and materials program. Read a testimonial from a UW customer and get more information about the program by clicking here.
Office Depot's Quarterly Newsletter
This issue highlights UW's, as well Office Depot's Green Awards, in addition to introducing a pen made out of recycled products, and finishing with a story about the National Backpack Program. Read it here
3 New Procurement Desktop Report Classes Now Available
Three new Procurement Desktop Report (PDR) training sessions have just been announced; December 16th, 19th and 29th. These will be a lecture style class that will focus on the AP reports. For more information and online registration, please see the Classroom Training page
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(posted 11/28/2011)
Course Description:
At the conclusion of this introductory course students will learn how to login to, execute, print and export the Procurement Desktop Reports Additionally, users will learn how to set up subscriptions which allow automatic reports to be sent to your UW email account instead of having to generate them.Please note this is a lecture style class that will focus on the AP Reports. This class will not discuss in detail every report available.
To register, pelase go to the Classroom Training page
RIP / Non-RIP Process Change
The process known as RIP/Non-RIP, where Accounts Payable sends copies of invoices to a campus box number is changing. Beginning January 1, 2012, Accounts Payable will no longer print and distribute RIP/Non-RIP notices to campus departments.
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(posted 11/16/2011)
An improved, paperless process has been developed to replicate the data previously contained in the RIP/Non-RIP notices that will collectively save the UW time, money and valuable natural resources. A specific report in the newly developed suite of financial reports called Procurement Desktop Reports (PDR) will provide RIP/Non-Rip data at your fingertips any time you need it. In addition, images of paid invoices will be retained in PDR for the state required 6 year retention period, eliminating the need for departments to duplicate that effort.Questions about this improvement? Contact Julie Condit by email or phone at 206-685-0571. Need Training? Check out the Procurement Desktop Report Training, and the other offerings at: f2.washington.edu/fm/ps/training-events
FYI: System error on 11/21 affects some payments for check requests and manual purchase orders
You might see these as “E” checks on your budget, but no physical check was issued or sent. We are cancel and reissuing these payments for physical “A” checks to process on the day of 11/4/11.
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(posted 11/03/2011)
If you were expecting a physical check on 11/2/11 or 11/3/11 for either of these types of payments please note that they will be issued on 11/4/11 instead. We apologize for the inconvenience this may cause.
New Structure Coming to the "How to Buy" Web Pages November 4th
Check out the new How to Buy web pages after they are launched and give us some feedback, but in the meantime you can review the new structure here.
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(posted 11/02/2011)
One result from a LEAN process improvement project that Procurement Services tackled last spring was an improvement of our online instructions and resources by providing a How to Buy web portal that directed users to information they needed to know before they began their purchasing process. This includes preferred procurement methods, what to expect in the solicitation process, information about the Sole Source Justification process and more.
Update to the Request for Moving Expenses, A33 Form
Effective immediately, Academic Personnel has been removed from the moving expense approval process. No longer are departments required to send A33 Forms to Academic Personnel.
For more information, please see the moving expenses web page.
Save the Date for the UW's second annual Sustainability Summit, October 24th - 26th
Please join us for this momentous occasion as we celebrate what we have done and what we have yet to do to further increase our leadership in environmental stewardship and sustainability.
Visit the Sustainability Summit website for more information at http://sustainabilitysummit.uw.edu
Update on eTravel Direct Deposit
Beginning Monday November 1, 2011 you may receive your travel reimbursement by direct deposit. If you are enrolled in payroll direct deposit your travel reimbursement will automatically be direct deposited to your bank account within 2 business days from final approval of your expense reimbursement. Providing direct deposit will eliminate trips to the bank and eliminate missing checks.
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(posted 10/19/2011)How will this work:
- If you are enrolled in payroll direct deposit your check will automatically be deposited to your bank. Be sure to verify deposit prior to using the funds.
- Deposits will appear on your bank statement as TRVL REIMB
- If you prefer a paper check, in eTravel you can set your preference page to receive a paper check for all travel reimbursements or you will be provided an option on each expense reimbursement to select “no.”
Additional instructions are available at:http://f2.washington.edu/fm/travel/directdeposit
If you need assistance or have additional question contact the Travel Office at traveluw@uw.edu.
Read the Fall Edition of the Office Depot Newsletter
Office Depot, a long standing member within eProcurement publishes quarterly newsletters specific to the University of Washington, describing ways you can save time and money, while also highlighting new products, many of them green. Read it here
A Real Deal from Keeney's
Check out Keeney’s Crazy 8 Dymo promotion, it’s your chance of getting a free LabelManager 360D.
Excel (Gloves) Supply Company is Now a Punchout
Kevin and Laurie have been very busy launching new suppliers in eProcurement and now we have word that the Excel Supply Company is now a punchout. Punchouts are the preferred method for supplier catalogs. A punchout catalog directs customers to a web application created by the supplier which functions similar to online ecommerce sites found on the World Wide Web. All in all, it is far superior to a static, hosted catalog.
View and Approve your NonRIP invoices with Procurement Desktop Reports
Payment for invoices over $10,000 are not released to the supplier until it is approved by an authorized campus department official. You can now view and submit your departmental approval to release payment via the online Procurement Desktop Reports (PDR).
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(posted 09/02/2011)The Procurement Desktop Reports (PDR) allows you to view a report of all your invoices over $10,000 (NonRip) by your organizational code that are pending your departmental approval. The reports are updated daily and the data is as current as the previous business day.
To view the image of the invoice, click on the invoice number within the report.
Departments can communicate their approval to release payment via email or by clicking on the DSI # on the PDR Report to send us approval to release the payment.
New Complete Office Punchout Catalog
Based on helpful feedback from dozens of UW departmental customers, Complete Office has built an entirely new Ariba website for the University of Washington. This site should greatly increase ordering efficiencies, help save money and is customizable for individual ordering needs.
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(posted 09/02/2011)And speaking of cost savings, Complete Office offers 100% recycled paper for $37.90 per case, so go to eProcurement to check it out, and for more information please contact Complete Office Account Manager, Dan Marcus at dmarcus@complete-office.com or Procurement Customer Service at pcshelp@uw.edu.
UW Contracts Online Beginning September 1st
A new Procurement Services website provides the opportunity for UW departments to easily search a contract repository for frequently purchased goods and services. These contracts are available for use by all UW departments. Go directly to the UW Contracts Page or click below to read more about the features.
Features and more info...
(posted 08/31/2011)Here are some features:
- UW Contracts offer established pricing, terms, and discounts designed to offer the best overall value to customers.
- Information and instructions for use of each contract are provided along with contact information for the supplier and the Procurement Services staff who manages the contract.
- Orders may generally be placed directly by departments at any dollar amount unless otherwise indicated.
- UW Contracts are intended for institutional use, not personal use, unless specifically authorized in the contract.
This is not an exhaustive list of contracts. Procurement Services will continue to update the UW Contracts website with additional contracts as they become available.
If you are unable to locate a contract or price agreement for the product or service you need, please contact pcshelp@uw.edu or Procurement Customer Service at (206)543-4500.
