Procurement Services Newsletter
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.
For even more information that is delivered to your UW mailbox every other week, subscribe to our Procurement Services Newsletter.
As of January 1st, 2014, all manual check requests that can be submitted through the Payment to Individual (P2I) module will be returned to the department to be entered into the P2I system in Ariba. The check requests that should go through this module are the following types:
- Expenses associated with services provided to the UW. (Note: Travel expenses related to honoraria are reimbursed through eTravel)
- Honoraria payments to individuals
- Non-UW Scholarships
- Services (subject to direct buy limit and current purchasing policies)
When it comes to requesting a check in advance, please do not submit a P2I prior to 2 weeks before the service/lecture date.
For more information about P2I, including best practices, visit http://f2.washington.edu/fm/ps/how-to-pay/individuals. Interested in P2I training? Check out: https://f2.washington.edu/fm/ps/training-events/independent-study/p2i
For payments that do not meet the service types above, check requests and supporting documentation will continue to be accepted by the Payman Team.
Procurement Services Contract Management Project
What is Ariba Contract Management? Contract Management is an Ariba solution that controls the creation of contracts and will serve as a repository for UW contract information. It allows contract managers work collaboratively with campus departments and their suppliers in an online workspace to create a contract.
What are the Benefits to UW? Contract Management will replace a manual, paper-based contract negotiation process with an online tool where the key stakeholders involved in contract negotiation can all participate electronically. The system provides version control, audit trail history and other crucial features. Adoption of this new solution significantly reduces paper, increases data security and provides visibility to the contract management process for those participating.
What does this mean for campus? The tool will be used primarily by Procurement Services staff to create, negotiate and manage contracts. Campus departments that are participating in contract management will now have online visibility to the process. Employees in these departments may be invited to review and approve documents and to perform specific tasks. If your department is asked to participate in the pilot phase of the rollout, you will be contacted by a contract manager from Procurement Services.
Project Status: Procurement Services and select campus stakeholders conducted design meetings. The Phase 1 design of our UW contract solution is now complete and we are in the process of gearing up for the pilot testing phase.
Next Steps: Stay tuned for more information in future newsletters and on the Procurement Services Website. Training, Frequently Asked Questions (FAQS) and Best Practices are being developed and will be available soon.
What is an Ariba Blanket Purchase Order?
A Blanket Purchase Order (BPO) is an agreement to spend a specific amount of money with a supplier over a period of time. It may or may not specify the items or services you are going to purchase.
What Does an Ariba BPO Replace? BPOs in Ariba will replace blanket or standing orders that are currently open in PAS.
What Does this mean for campus? Procurement Services continues move additional transactions into Ariba. This new feature allows buyers to convert current PAS blanket and standing orders to Ariba BPOs. The tool will be used primarily by Procurement Services staff to migrate selected PAS orders that previously could not be processed as eProcurement orders. Buyers will work with selected departments and suppliers to participate in this process. During this project, only the remaining balances of the PAS orders will be converted to the new eProcurement BPOs, and the PAS orders will be closed.
What is the Strategy? During Phase 1 of the rollout starting in early December, Procurement Services will work with a pilot team of departments and suppliers to convert select, existing PAS blanket and standing orders to Ariba BPOs.
Phase 2 (Winter 2014) Procurement Services will focus on working with campus departments to evaluate the validity of the existing PAS orders, and if the order is not being used, it will be closed instead of converted.
Next Steps: Stay tuned for more information in future newsletters and on the Procurement Services Website. Training, Frequently Asked Questions (FAQS) and Best Practices are being developed and will be available soon.
The Silver Cloud Inn at Lake Union now offers UW faculty and staff the following Preferred Ratesthrough December 31, 2014.
GUEST ROOM RATE JAN - MAR APR - MAY JUN - SEP OCT - DEC King or Double Queen $129.00 $149.00 $189.00 $129.00 King View or Double Queen View $149.00 $169.00 $209.00 $149.00 King Jacuzzi $149.00 $169.00 $209.00 $149.00 Suite $149.00 $169.00 $209.00 $149.00 Suite View $179.00 $199.00 $239.00 $179.00
The above rates are for single/double occupancy for all guestroom types. All accommodations and rates are subject to availability.
We provide all guests with the following complimentary amenities:
- Hot Buffet Breakfast Daily
- Free Parking
- Courtesy Shuttle Service to/from Downtown Seattle
- Free High Speed Wireless Internet Access in all Guestrooms
- In-Room Coffee, Refrigerator, Microwave, Hairdryer, Iron & Ironing Board
- Local Calls and Voice Mail
- Guest Laundry Facilities
- Weekly Guest Reception in the View Lobby
- Indoor Swimming Pool & Spa
- Fitness Facility, Gift Shop, View Deck, Business Center
For more information, see their website: http://www.silvercloud.com/seattlelakeunion
Advantages of Opening New Praxair Standing Orders
Last year, Praxair made some major enhancements to their website. Among the improved functionalities includes an improved standing order process. To take advantage of this new user friendly process, old standing orders need to be closed and the new type needs to be created. The new Praxair standing order process allows the user to estimate the amount needed for a year instead of putting one in the quantity box which causes manual invoicing exceptions. This new process will also make it easier for departments because there are running totals of what is left on each order instead of the old method which doesn’t even look like a standing purchase order.
Use Praxair’s standing order instructions to begin closing old and creating new standing orders, and if you’re new to Praxair, here’s their catalog tutorial. For more information, please contact Dan Machenstadt at 206-632-7138.
How to Find the Transaction Reconciliation Date for Ariba Modules
The cut-off date for transactions to be charged to the old biennium in all Ariba modules (eProcurement, eTravel, Non-PO and eReimbursements) was June 27th. eReimbursement and eTravel transactions must be fully approved by June 27th to be charged to the old biennium. This information can be easily found on the History tab of the Summary screen. Invoices for eProcurement catalog and non-catalog orders and Non-PO Invoices must be received and reconciled by June 27th to be charged to the old biennium.
Click here for instructions to determine the reconciliation date for an eProcurement module.
Governor Jay Inslee signed a proclamation on March 21st announcing March 2013 as Purchasing Month in the state of Washington. He asks all citizens to join him in this special observance.
Classes are now available for Non-Catalog Ordering, which was announced in the February 28th PCS Newsletter. There are still seats available in all classes but they are going fast, so we recommend you register as soon as possible through our training websiteNon-Catalog ordering is a new, user-friendly eProcurement tool for ordering items that are not available in either a Punchout or a Hosted catalog. It provides users with a convenient means of ordering items in eProcurement when:
- The items are not available in either a Hosted or Punchout catalog
- The total order amount is less than $10,000, excluding tax
- The items are NOT on the PAS (Purchasing and Accounting System) Small Dollar Purchase Exceptions list
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.
In addition to attending a class, you can learn more about this functionality by visiting the Non-Catalog Ordering section of the Procurement Services website, or by contacting our Customer Support group at firstname.lastname@example.org or 206-543-4500.
Other Useful Links:
Non-Catalog Ordering: http://f2.washington.edu/fm/ps/how-to-buy/non-catalog
Procurement Services Training: http://f2.washington.edu/fm/ps/training-events/classroom-training
Small Dollar Purchase Exceptions: http://f2.washington.edu/fm/ps/how-to-buy/purchase-order/under-direct-bu...
We are pleased to announce the signing of a four year contract between the University of Washington and Ricoh USA. This makes it clear that Ricoh USA is the UW's preferred supplier and will initiate the UW launch of Managed Print Services (MPS), a program that improves the way we copy and print documents while saving up to 25% over current costs.
As part of the contract, Ricoh will assess current practices on a departmental basis and recommend changes that result in lower costs and reduce paper and energy use.
MPS includes simplified billing based on a “cost per page” model. Equipment, toner, supplies (excluding paper), maintenance, guaranteed service levels, and detailed account usage are all included in the service. Departments will no longer need to sign copier leases or purchase toner cartridges!
With so many ongoing projects in Procurement Services, you need to attend one of these forums to stay current with new purchasing processes and to get a heads-up in what’s coming in the near future.
We have six forums scheduled at this time at four different locations (see below). Please take time to register here for the one that is most convenient for you. Registration is not a requirement to attend but it helps us manage attendance and insures that you will get an electronic version of the forum presentation.
Procurement Services Fall Forum Schedule
Date Time Location March 8, 2013 10:00-11:30 UW Bothell Building
UW1, Room 280
March 13, 2013 1:30-3:00 UW Tower
March 20, 2013 10:30-12:00 South Lake Union
March 21, 2013 1:00-2:30
School of Nursing
Health Sciences Room T-661
March 26, 2013 10:00-11:30 William H Foege
April 8, 2013 TBD UW Tacoma Campus
If you have any questions please contact Donna Ickman at 206-685-0448.
Ramping Up for Biennium Close
We’re working on updating the Procurement Services Biennium Close website to reflect 2011-2013 biennium instructions and recommended cut-off dates for all purchasing processes and financial document types.
We will soon announce when it’s up and running, but in the meantime, if you plan on making a purchase of a major piece of equipment or furniture, you need to be aware of the potential lead time required to complete the purchase. Purchases that need to be are accounted for in the current biennium must be paid and received by June 30th 2013. The recommended deadline for major, complex purchases is March 29, 2013.
Supplier Return Policies
There isn’t a standardized return policy for suppliers, including our UW contracted suppliers. Return policies vary between suppliers and you can probably imagine how return policies will even vary within a supplier’s product line based on the product.
Short life span products will have a different return policy than a piece of equipment or furniture for instance.
Return policies for UW contracted suppliers are described in some of the supplier’s terms & conditions found in contracts on the UW Contracts web page. But the bottom line is “buyer beware”. Be an educated consumer and ask the right questions. Know what the return policy is before you buy, particularly if it’s a considerable investment.
If you have any contract questions or problems that a supplier isn’t resolving to your satisfaction, you can always get in touch with the buyer who manages that contract. Contact info for contract owners are in a box in the top right hand corner of each contract page.
We’ve been keeping you updated on the progress our Strategic Sourcing Teams have been making on our new contracts, and we are pleased to announce that the long awaited contract for Audio/Visual Design Services is now in effect as of January 1st.
This new contract consists of a supplier pool of five different companies that offer a vast array of knowledge and expertise in the A/V Design Services field.
This contract is searchable by keyword (such as audio, video, design services) or by Supplier name on the UW Procurement Services “UW Contracts” webpage. The five suppliers in this contract pool are:
- 3DF INC.
- BIZCO INC
- COMP VIEW INC.
- COMMERCIAL SOUND & COMMUNICATIONS INC.
Procard Applications –
Cardholder added to the approval graph. If a person creates a card application on behalf of the actual cardholder, the cardholder will be added to the approval graph after the departmental approver. The cardholder will be required to agree to the terms of the card prior to the application going to the Central Procard Office for submission.
Non-PO Invoice –
Change #1 – Separation of duty is now built into the approval graph. The Non-PO Preparer will no longer be able to approve the invoice in the Funding Approver role. A separate Funding Approver will need to be added in Astra for that budget or org code, if one isn’t already in place. Tip: To see who is currently in the Funding Approver role, click the words “NonPO Funding Bgt Approver” on the approval graph.
Change #2 – Users can now search for Non-PO Invoices by Title.
For more information or assistance with these changes, please contact Procurement Customer Service at email@example.com or 206-543-4500.
And here are 3 new Procurement Desktop Reports (PDR) that will open the curtain into data that hasn’t easily been available before. Simply click on any of the PDR reports below to begin.
After the end of the pilot, the testers continued to use the feature and as of January 30th, 2013, a total of 371 Non-Catalog Orders had been placed. We sincerely appreciate the efforts of the Pilot Group for their participation and feedback!
The Procurement Services team is finalizing the processes, procedures, and support infrastructure for this feature, with a target of a “controlled rollout” sometime this Spring. (The controlled rollout will require you attend a training class and pass an assessment before you are granted access.)
Stay tuned for future news of training availability. If you have any questions, please email firstname.lastname@example.org.
The UW copies/prints roughly 166 million sheets of paper annually, which results in a “total cost of ownership” of approximately $12 Million per year. Managed Print Services (MPS) will be a service provided by an external supplier (vendor) to improve the way we copy and print documents, and can save up to 25% over current costs. We are finalizing the contract with the supplier at this time.
The supplier will assess current practices on a departmental basis and recommend changes that result in lower costs for campus users and environmental benefits including reduced paper and energy use. MPS includes simplified billing based on a “cost per page” model. Equipment, toner, supplies (excluding paper), maintenance, guaranteed service levels, and detailed account usage are all included in the service. Departments will no longer need to sign copier leases or purchase toner cartridges!
For more information, please contact Carla Helm at 206-543-8056.
The UW Supplier Fair is being hosted by Procurement Services and the Business Diversity Program. The fair will showcase eProcurement suppliers as well as other UW contracted suppliers that include small, local, minority and women owned businesses.
The theme for the fair is “connecting to build lasting relationships for the university”. And that’s exactly the opportunity that the UW community will have. Check out the complete list of suppliers attending the fair, and if you're interested in attending yourself, please register here.
7th Annual UW Supplier Fair
February 20th, 2013 11am - 2pm
The HUB North Ballroom
*light refreshments will be served*
You may have heard of the “Report to Stakeholders” website. It was developed last year as an online repository for the Annual Financial Reports dating back to 2000.
The website brings the financial report to life with relevant, supporting stories and metrics which are updated with current information and rankings throughout the year.
The report itself contains this year’s financial highlights and financial statements, including the UW’s independent auditor’s report. In support of the report, there are metrics, stories, and videos related to our students, research, community impact and sustainability efforts. You can view the full report on the UW’s Financial Management website.
Effective January 1st, 2013, all payments made to 1099 reportable suppliers, including travel expenses, will be captured and reported on Form 1099 MISC.
The University of Washington will no longer be removing associated expenses from the 1099 forms that are issued. Suppliers will be responsible for deducting associated business expenses on their tax return, if applicable.
What does this mean? Suppliers will need to retain all original receipts in order to deduct their expenses. If your agreements require suppliers to provide receipts to document reimbursed travel, they should provide copies and retain the originals.
Honorarium Exception: Travel expenses associated with honorarium payments should be processed through eTravel. By doing so, they will not be reported on Form 1099 MISC. Reimbursements submitted through eTravel will be subject to State travel rules and receipt requirements. Travel reimbursements associated with honoraria that are submitted on check requests will be rejected back to the department to process through eTravel.
See the honorarium website for more information on honoraria payments and associated expenses.
Are you curious about what’s going on with eProcurement. We have a number of concurrent projects in development at various stages of completion.
These projects extend the use of eProcurement with modules that are efficient and cost effective purchasing solutions that are replacing the purchasing functions of PAS.
The eProcurement Extension Matrix explains the purpose of the project, the types of transactions that it is to be used for and what current purchasing method it is replacing.
Procurement Services has taken on another project in which we are reviewing, analyzing and closing old and expired PAS purchase orders to reduce the volume of paper invoices processed by Accounts Payable and to reinforce the utilization of eProcurement modules that are replacing the purchasing functionality of PAS.
1. Close purchase orders with total order amount $10K and less, placed prior to 2010 and had last payment activity 2010 and earlier. Total number of purchase orders 5317.
- Goal: close these orders by January 31 2013.
> Status: In Process – 95% completed
2. Close orders with total order amount $10K and less, placed 2011 and prior, had last payment in 2011 and earlier. Total number of purchase orders 2641.
- Goal: close these orders by January 31 2013.
> Status: In Process, 5% completed
3. Review orders with total order amount $10K and less, placed 2011 and prior, had last payment in 2012 and earlier.
- Close orders paid June 2012 and earlier.
> Status: not started
- Send letters to customers regarding orders that had a payment date July 1 2012 and later.
> Status: not started
4. Coordinate with OSP office regarding expired subcontracts that have not been closed or liquidated in PAS
Copiers & Printers: A Managed Print Services Approach is Coming Soon!
Procurement Services and Creative Communications just completed a two day Lean workshop with campus customers and process partners to develop an implementation plan for Managed Print Services.
This will simplify and improve the University’s process for acquisition of copier/printer equipment and services. Implementation is planned for Winter Quarter, 2013.
There are roughly 1,600 copiers and 16,000 printers on campus, purchased from many different suppliers, using various buying methods (purchase, rental, or lease). Adopting a Managed Print Services approach to copying and printing is a recognized best practice, and will benefit the campus through significant cost savings, process efficiencies and environmental benefits.
Please contact Procurement Services if you have questions about this initiative, or if your department is in need of copy/print services before the new contract is available: Carla Helm: email@example.com or 543-8056
Starting January 16, 2013, the pickup location for AP checks will move to Mailing Services.
- Most vendors are now paid electronically and do not receive paper checks
- Currently we are unable to flag NonPO check payments for special handling, although we hope to have this functionality soon
If you requested special handling for a check, you will be notified by Mailing Services staff when the check is available for pickup. Mailing Services is located at 3900 7th Ave NE in the Publications Services Building and the pickup location will be through the Northlake facing side of the building at the first floor main entrance counter.
For more information read the check release policy.
We have exciting news…Fisher has added a rush shipment feature to their punch-out catalog.
Once you have added items to the cart and are ready to check out you will see a new box that states “Rush Shipment” and then in red “additional charges may apply”. If “Rush Shipment” is chosen, the order will be handled differently than other orders so the shipment can be rushed through the system.
Please note that the only way that Fisher can actually rush a shipment is if they receive the order. For rush orders, it is critical that department approvals are accomplished as soon as possible.
We continue to hear about phony toner sales calls that sound very legitimate.
These are telemarketers who misrepresent themselves as Printer/Copier sales staff or as authorized representatives. Don’t be fooled. Learn more here.
The Procurement Services sourcing teams are hard at work to bring you the next “ Wave” of master contracts (Wave III) that will be available for campus-wide usage.
If your department uses the service categories below and would like to help us to define the service requirements, or be a member of the evaluation committee to help us choose a supplier, please contact either Ray Hsu (firstname.lastname@example.org) or Kathryn Harrington (email@example.com). Your involvement will be a critical part of this process!
Since Oct of 2011, Waves I and II strategic sourcing efforts resulted in various new contracts in the categories of hotel, catering services, computer server systems, event rental, optical equipment, and audio visual equipment /professional services. For a complete list of agreements available to you, visit http://f2.washington.edu/fm/ps/how-to-buy/contracts/uw-contracts
Here are a few highlights of the Wave III Contracts:
Limousine Town Car and Bus Charter Contracts
Additional campus contracts driving your way are Limousine and Town Car services, and Bus Charters. We will be creating a pool of qualified service providers to fill campus needs for airport travel and other events. Keep your eyes on the road and look at the UW Contracts website towards the end of first quarter 2013. If you are interested in participating in the process, please contact Susan Malysiak (Limousines/Town Cars) at firstname.lastname@example.org or Kassy Ellefson (Bus Charters) at email@example.com.
UW Air Travel Contracts
UW Procurement Services Strategic Sourcing team and UW Travel Office are in the preliminary stages of reviewing the University’s current air travel contracts, policies and procedures to identify potential opportunities in line with the University’s Lean initiative to improve efficiency and cut costs. More to follow soon. Contact Neil Shimmons at firstname.lastname@example.org for further information.
The following enhancements are now available in eReimbursement:
- UW employees can now be reimbursed for equipment purchases over $2,000 and up to $3,500. EIO codes are available and the EIO will be added to the approval graph for these types of reimbursements.
- The eReimbursement report (accessed through Manage => Reports) has been enhanced to allow you to search by budget number.
- The system will automatically reject any submitted XR that has been waiting for approval for 30 days. If an approval has been pending for 20 days, the approvers will be notified via an email warning that the XR is waiting for their approval, so they have a 10 day window to take action. XRs that are rejected due to this feature will have a status of “Composing,” and the History Tab will show that the XR has been withdrawn.
While you can easily resubmit the XR, it is highly recommended you determine which pending approval lapsed and contact the individual(s) to determine the best course of action. To determine the approver(s):
- Check the History tab of the XR. It will show the last approver who approved the XR before the timeout.
- From the XR Summary Page, click on the Approval Flow Tab.
- This will show you all of the required approvers. You need to get in touch with those approvers who appear in the graph AFTER the one you found in Step 1.
- Click on the link in that approval node box. This will display a “Details” page that will include the names of the approvers.
If you have any questions about these enhancements, feel free to email email@example.com.
We’ve pretty much wrapped up our Procurement Services Fall Forum presentations and would like to express our great appreciation to everyone that could attend one of these events.
In our effort to provide procurement system and process updates, we benefit immensely from the feedback we get as a result of our partnership with all three university campuses. Purchasing at the UW has dramatically evolved into a far more efficient and cost effective process by replacing slower manual processes with automated eProcurement solutions. We all share in this success.
And now we have some pretty cool news. You say you couldn’t get away to attend a forum? Well, all is not lost. We now have one of our forum presentations online for your viewing pleasure. View the whole presentation or choose sections that are of most interest to you. Additional forum information resources are located on our forums web page.
Need more information? Please contact David Wright at 206-616-7076.
1099 Tax Reporting Time Again
Research subject payments made by field advance, revolving fund, or gift card should be recorded by departments throughout the year.
If the payments to one individual reached $600.00 or more in the 2012 calendar year, those payments should be reported to the Procurement Services Tax Desk by January 4th, 2013 for 1099 MISC reporting. For security purposes, files need to be submitted on a flash drive or CD in the excel format provided in the link below.
For more information visit: http://www.washington.edu/admin/finserv/bankops/rschsubjects.html or contact firstname.lastname@example.org.
No….Spring is not around the corner. Birds are migrating, but not Procurement Services. We’re tweeting at UDub Procurement because we’ve got something to say; important stuff that our customers need to know.
We’ve been tweeting through our Twitter account for a couple of weeks now, so how about joining in on the fun.
Go to our home page and click the Twitter "follow@UWprocurement" in middle of the “Quick Links” box. This takes you to Twitter online where you can choose to follow UDub Procurement, or if you don’t have a Twitter account yet, you can register for an account to begin following us, and while you’re at it, make us one of your favorites. And we also want to hear from you so tweet us back. No quacks though….okay?
The good news just keeps rolling in. Best Buy is now a live punch-out catalog in eProcurement. The scope of the contract consists of appliances and electronics.
Get great contract pricing and convenience by going to eProcurement for all future orders with Best Buy.
For more information, please contact Austin Laramie, Best Buy’s UW representative at: email@example.com or call their customer service line at 1-800-373-3050.
Perkin Elmer’s full offering of reagents and consumables is now available through eProcurement. As a global leader in the life science research and diagnostics industry we are pleased to add them to our growing eProcurement marketplace.
From critical therapeutic and disease research and prenatal screening, to environmental testing and industrial monitoring, PerkinElmer is actively engaged in improving health and advancing quality and longevity of life all around the world. PerkinElmer has the tools and resources to help customers solve their business and scientific goals. Their core competencies provide a strong foundation for delivering optimal service and support.
The apparent successful bidder has been identified for Managed Print Services, and we are moving forward with negotiating the final contract, to be in place January, 2013.
The contract can potentially run for 10 years, and will introduce a new way of acquiring services around copiers and printers: to replace the old, inefficient way of buying or leasing devices, and to reduce our use of paper (remember the state mandate to reduce our use of paper by 30%?). A team will be forming in December to communicate and implement the new contract.
(Posted 11/13/12) (Updated 11/15/12)
Although most of the contracts posted on the UW Contracts webpage were competitively bid, and may be used by campus customers at any dollar amount, some contracts indicate that purchases may only be made up to the current “direct buy limit”.
These contracts will have the following language noted on the webpage: “This contract may be used for orders within the current direct buy limit, excluding shipping, handling and tax.” This limitation is due to the fact that these contracts were not competitively bid and therefore orders are statutorily limited to the “direct buy limit”. However, Procurement Services has negotiated special discounts, terms and conditions to benefit UW customers for these small dollar purchases.
Finding pricing agreements is easy. On the supplier list for any supplier search in the UW Contracts web page, you’ll see a “#” symbol in the contract number column that identifies pricing agreements.
We are pleased to announce that Non-PO Invoice now has its own approval roles in Astra. This newest enhancement was requested by a number of departments takes effect November 2, 2012.
How does this affect you?
For most departments, the eProcurement Approver and Non-PO Funding Approver are the same person. However, in order to accommodate the departments who are unable to use this structure and need the Non-PO Approver to be different from the eProcurement Approver, we’ve created the new roles in Astra.
- Non-PO Funding Approver- (Required) This is the role of the Budget Approver who reviews and submits the Non-PO Invoice for payment. No dollar limits apply to this role. Note: The person fulfilling this role should be different from the Non-PO Invoice Preparer who enters the information from the invoice into the Non-PO module.
- Non-PO Compliance Approver- (Optional) This person reviews the Non-PO Invoice to confirm adherence to departmental, university, and state policies, based on the budget used for payment.
- Non-PO Watcher- (Optional) This role is for someone who is authorized to view the Non-PO Invoice but cannot submit one for payment.
All eProcurement Approvers in Astra were automatically granted the new role of Non-PO Funding Approver. As of November 1st, Non-PO Invoices submitted will no longer route to the eProcurement Approvers.
Please review your Non-PO Funding Approvers in Astra to determine if you need to make changes to who is fulfilling this role in your department. For detailed instructions on how to modify your Non-PO authorizations, please see the Access / Roles FAQs, found here.
The Non-Catalog Ordering Pilot Test, which was kicked off on October 8th, officially ended on Friday, October 26th.
We were able to sufficiently test the technical side of the new functionality, and also the processes associated with the manual Non-Catalog Orders including some invoicing.
The focus now has shifted to processing more invoices and reviewing suggestions and enhancements provided by the pilot testers . Two enhancements that will be implemented soon are:
- The Preparer name and email will be included on the printed version of the EI order so that the Preparer can be copied on the email that is sent to the supplier when a manual order is placed. (In the pilot release, only the Requester name and email address were on the printed version of the EI.)
- The Send PO To field (which appears for suppliers who don’t have eProcurement catalogs) will be re-labeled to clarify that this value needs to be either an email address or fax number of where to send order to the supplier.
It is important to note that members of the pilot test group (and ONLY those individuals) still have the ability to create and submit Non-Catalog Orders. The end of the pilot test was just a “line-in-the-sand” cutoff for taking feedback that will be included in the initial campus rollout, the date for which is TBD.
Pilot testers have been encouraged to continue using the Non-Catalog Ordering feature for orders that meet the criteria, and also to continue to send any additional feedback to firstname.lastname@example.org and email@example.com.”
Why did my PAS invoice appear on the “Invoices Cleared for Payment” PDR report and was never on the “Received Invoices” PDR report?
The AP system used for tracking and making invoices visible to campus before they are processed for payment is being replaced. As a result, campus will start to see invoices appearing directly on the Invoices Cleared for Payment report without first appearing on the Received Invoices report.
Invoices received directly from vendors will continue to have the system schedule the payment Net30 from the date the invoice was received in AP and be visible on the Invoices Cleared for Payment report. Invoices that are past due will be scheduled for payment one week after they are processed in PAS to allow campus review in PDR.
A new report is now available in the Accounts Payable section of Procurement Desktop Reports.
The Non-PO Payments report will allow departments to view payment details for the Non-PO Invoice including payment number (i.e. check number) and budget details. Departments can select by date range and org code.
Changes were recently made to the printed version of the EI order in eProcurement that will affect all campus users. This included removing the UW internal budget numbers because this information was not essential to the suppliers in fulfilling the order.
- Wherever you are in eProcurement you can click on the EI number link to view the details of the EI order. For example, EI266571.
- In the Line Items section of the order, notice that the 3rd column is the Req ID. For example, suppose the Req ID is S1181886.
- Click on the S number link, in this example, S1181886.
- Click the Print button.
You will see the budget information near the top to the right of the Ship To, under the Object Sub-Object information. The printed version of the S Req ID provides a nicely formatted rendering of all of the accounting information, including split budget data. See example here.
Beginning Tax Year 2013 (January 1, 2013 through December 31, 2013), all payments made to 1099 reportable suppliers, including travel expenses, will be captured and reported on Form 1099 MISC, which will be distributed in January of 2014.
The University of Washington will no longer be removing associated expenses from the 1099 forms that are issued. Suppliers will be responsible for deducting associated business expenses on their tax return if applicable.
What does this mean? Suppliers will need to retain all original receipts in order to deduct their expenses. Departments should advise their suppliers to keep their receipts and if they are submitted, they should be returned to the supplier.
Honorarium Exception: Travel expenses associated with honorarium payments will be allowed to be processed through eTravel and by doing so, they will not be reported on Form 1099 MISC. Travel reimbursements processed through eTravel will be subject to the State travel rules and receipt requirements. Any honorarium travel that is not processed through eTravel will be reported as income to the speaker.
See the Honorarium website for more information on honoraria payments and associated expenses.
In the past, the comments on eProcurement orders were used for UW purposes only and not visible to suppliers. As of October 4th, you will see the “Visible to Supplier” option for comments when you create an eProcurement requisition.
The purpose for making this change is to support the testing of the new Non Catalog Ordering feature, which is targeted to be available for all eProcurement users in November, 2012. While this change will allow special requirements to be communicated to a supplier, it is important that it be used sparingly. Sending comments to a punchout catalog or hosted supplier may delay your order because the order is no longer automatically processed. The order must be sent to an exception queue at the supplier so that someone can read the comment and handle it accordingly.
Starting on October 5, 2012, Applied Biosystems and Invitrogen catalogs will merge with Life Technologies as one catalog in eProcurement.
Life Technologies will add the content from your Applied Biosystems punchout catalog to your Life Technologies punchout catalog. Life Technologies (formerly Invitrogen and Applied Biosystems) includes all products from 8 premier brands; Applied Biosystems®, Invitrogen™, Gibco®, TaqMan®, Novex®, Molecular Probes®, Ambion®, and Ion Torrent™. Life Technologies is a global solutions provider of consumables, instruments, and services that support scientists at the forefront of discovery. Please use the Life Technologies punchout catalog for all future orders.Please feel free to contact Jon Olson at 520-907-7847 for more information.
If you’ve been to one of our Procurement Services Forums you know how valuable they can be in providing timely information that will assist you with your fiscal responsibilities.
We have many process and system improvements at different stages of development that will be presented in addition to opening up the floor to your questions and providing you with networking opportunities.
We have four forums scheduled at this time at four different locations. Please take time to register here for the one that is most convenient for you. Registration is not a requirement to attend but it helps us manage attendance and insures that you will get an electronic version of the forum presentation.
If you have any questions please contact David Wright at 206-616-7076.
Date Time Location October 11, 2012 1:00-2:30 William H Foege S060 October 15, 2012 1:00-2:30 South Lake Union, Room 123 A&B October 19, 2012 10:00-11:30 UW Bothell October 24, 2012 10:30-12:00 UW Tower Auditorium
Changes to the Application Process for an Individual Taxpayer Identification Number
The IRS has released new processing requirements with regard to ITIN (individual taxpayer identification number) applications for foreign nationals.
Foreign students or scholars receiving a scholarship or fellowship that require a US taxpayer ID number must obtain a certified copy of their passport from the issuing agency, or local consulate’s office, prior to making an appointment with the UW ITIN unit. More information about the process changes can be found at http://www.irs.gov/uac/2012-ITIN-Review-Frequently-Asked-Questions-1. For questions related to these changes, please contact the Internal Revenue Service directly.Once certified copies of an individual’s passport have been obtained, appointments can be made with the UW ITIN unit to complete the application process. For more information on the process of requesting an appointment and what documentation will be needed, please visit our website at http://f2.washington.edu/fm/ps/itin-faq.
Fastenal is Newest eProcurement Catalog
Supported by global sourcing, quality, and logistics operations, Fastenal is a one-stop eProcurement source for a wide array of OEM, MRO and construction supplies with additional customer support coming from their local stores.
This includes a broad inventory of commonly used products, as well as items that are custom-stocked to meet individual customer needs.
Fastenal takes a flexible approach to support local customers – sourcing products, making emergency deliveries, managing a lean flow of inventory to points of use, and leveraging services, solutions and specialists to drive continual business improvements.
Please contact Fastenal’s local branch manager, Wes Long at 206-239-0359 for more information or assistance.
A Purchase Order Tip
Even though we are using eProcurement every chance we get, there are still some situations when you need to use the old fashioned purchase order process.
To increase the efficiency for th P.O. process, please include the following in the “General Comments” section of each purchase requisition:
- Vendor contact email where completed PO’s should be sent
- UW dept contact email address for CC’ing when the PO is sent
Fastenal is eProcurement’s newest supplier catalog and will be at the Seattle campus to introduce themselves to potential university customers with an onsite demonstration of their goods and services. Fastenal representatives will be on-hand exhibiting their product line with examples and catalogs in addition to discussing how they can best meet the needs of their UW customers.
Supported by global sourcing, quality, and logistics operations, Fastenal is a one-stop eProcurement source for a wide array of OEM, MRO and construction supplies with additional customer support coming from their local stores. This includes a broad inventory of commonly used products, as well as items that are custom-stocked to meet individual customer needs.Fastenal takes a flexible approach to support local customers – sourcing products, making emergency deliveries, managing a lean flow of inventory to points of use, and leveraging services, solutions and specialists to drive continual business improvements.Please consider stopping by to talk to one of Fastenal’s representatives, and while you’re there, help yourself to some light refreshments, all provided by Fastenal.Fastenal Product Demo
More Hall Lawn
Thursday, September 20th
10:00 AM – 2:00 PM(More Hall Lawn is located on the eastside of Stevens Way,just south of the walkway leading east to the UW sports facilities.)
UW Procurement Services in collaboration with several key IT stakeholders went thru a strategic sourcing initiative targeting server and storage needs, including installation, commissioning and support for the University (excluding UW medical).
UW purchases in this category are broad based, meaning it isn’t focused on any one manufacturer or reseller. Dell has the largest chunk of spend at approximately 60% and there is an existing master contract in place which allows UW users to purchase directly under it through eProcurement.
The primary purpose of this project was to focus on purchasing opportunities outside of the Dell contract. This meant we were largely focused on resellers. The strategic sourcing team staged a competitive bid process and identified and established master contracts with two of the UW’s largest resellers accounting for approximately $5 million of annual UW business. As a result, the two providers listed below now have the ability to resell the listed products under a UW master contract.
- GroupWare: authorized reseller for Oracle & Super-Micro & BlueArc/Hitachi product
- Silicon Mechanics: authorized reseller for Super-Micro based productIn addition to hardware, a pricing framework was created around support, installation & commissioning services. Contract details, including pricing can be found on our UW Contracts web page by entering the name of the new suppliers in the contract search box.
This week we will switch to a more modern check stock thus reducing issues caused by old antiquated equipment.
The new checks will be folded and tabbed into self-mailers by Mailing Services. In the near future we will change the check disbursement location to Mailing Services. The date has yet to be determined but will be communicated through the Procurement Services Newsletter and future FM Newsletters.If you would like more information about check release policies, please click here.
If you’ve been to one of our Procurement Services Forums you know how valuable they can be in providing timely information that will assist you with your fiscal responsibilities.
We have many process and system improvements at different stages of development that will be presented in addition to opening up the floor to your questions and providing you with networking opportunities.We have four forums scheduled at this time at four different locations (see below). Please take time to attend the one that is most convenient for you.If you have any questions please contact David Wright at 206-616-7076.
Procurement Services Fall Forum Schedule Date Time Location October 11, 2012 1:00-2:30 William H Foege S060 October 15, 2012 1:00-2:30 South Lake Union, Room 123 A&B October 19, 2012 10:00-11:30 UW Bothell Rose Room October 24, 2012 10:30-12:00 UW Tower Auditorium
Starting on October 5, 2012, Applied Biosystems and Invitrogen catalogs will merge with Life Technologies as one catalog in eProcurement.
Life Technologies include all products from 8 premier brands; Applied Biosystems®, Invitrogen™, Gibco®, TaqMan®, Novex®, Molecular Probes®, Ambion®, and Ion Torrent™.Please feel free to contact Jon Olson at 520-907-7847 for more information.
A primary goal of Procurement Services is to have 85% of the UW’s “addressable” spend for goods & services (meaning spend which Procurement Services can impact) covered by contracts; in other words be managed by Procurement Services.
According to industry experts, “covered” spend typically results in cost savings of 8%, plus reduces risk for the organization and increases efficiency. Procurement Services staff have been creating new contracts and publicizing them through the “UW Contracts” webpage for campus customers to access: http://f2.washington.edu/fm/ps/how-to-buy/contracts/uw-contracts
Due in large part to the efforts of Procurement Services staff, the percentage of covered spend has increased from 58% in 2011 to the current 71%, which translates to roughly $6 Million in additional savings over the past six months for goods and services, demonstrating that we are well on our way to the goal of 85% covered spend, and even greater savings for the campus!
Criteria for PAS Requisition Cancellations
Procurement Services is continuing to carefully review all incoming PAS requisitions and cancel requisitions when the:
- Invoice is under the direct buy limit AND
- Is not on the direct buy limit exception list AND
- There are no attachments on the order AND
- It is not apparent the supplier requires a requisition (PO) on official UW letterhead
In instances where the PAS requisition meets the criteria listed above, Procurement Services will cancel the order and request the invoice be paid through the eProcurement Non-PO Invoice process.
The purpose of this initiative is to reduce the overall costs of processing orders and payments through our legacy Purchasing and Accounting system (PAS). By using eProcurement, instead of PAS, the university as a whole benefits from greater cost savings and efficiencies. We thank you, in advance, for your understanding and support of this program.
Training is available to increase your knowledge about the Non-PO Invoice payment process/requirements, provide an opportunity to try out the system, gain access, and ask questions. We invite you to visit the Procurement Services Training website to review and register for a Non-PO Invoice class.
Should you have any questions, please email firstname.lastname@example.org or call 206-543-4500.
We are pleased to announce some new contracts that are now available and posted to the UW Contracts website for Hotel, Catering, Event Rental Equipment and Furnishings. We have many local and a couple of national hotels signed to contracts and over 20 catering businesses. we also have four suppliers ready and eager to serve campus event or other rental equipment needs. They include: AA Party Rentals, Abbey Party Rents, Alexander Party Rentals and Grand Event Rentals.
So start planning your event today by going to the UW Contracts website for these new contracts by entering “event rental” into the search field. And while you’re there, check out any number of our 194 contracts available for immediate campus use.
If you have any questions about these new contracts, please contact Susan Malysiak at 206-543-5817 or for additional information about any of our UW contracts, refer to the contract owner contact information in the contract details.
Strategic Sourcing Coming Down the Stretch with More Contracts
On August 1, Procurement Services made available several dozen new Hotel and Catering Service contracts for campus use, but we are not stopping there! Coming up next from our strategic sourcing pipeline, are solutions in two more commodity areas: IT Servers and Event Rentals.
Both of these projects are in the final phase. Sourcing team members for IT Servers, Neil Shimmons and Marianne Haugen are nearing the finish line in securing two new Server contracts. In addition, Susan Malysiak has entered the home stretch finalizing several new Event Rental agreements.
Also coming around the bend later this summer or early fall will be John Watkins and John Whitney with their Audio Visual sourcing project. A lot to look forward to as each of these highly anticipated projects cross the finish line. We will keep you posted.
Managed Print Services is Coming to UW!
There are roughly 2,000 copiers and 16,000 printers on campus, purchased from many different suppliers, using various buying methods (purchase, rental, or lease). Adopting 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.
Procurement Services is in the process of implementing a university-wide contract with one supplier for these services. Managed Print Services is an efficient network of multi-functional printing devices to meet each individual department’s needs. Learn more here.
Changes Coming to Paper Checks
Procurement Services will soon be switching to a new check stock.
The new checks will be “self-mailers”, meaning they will be folded and sealed with tabs rather than being sent in an envelope. If your vendors still receive paper checks we encourage them to register for one of the electronic methods of payment. For more information on check release policies, visit http://f2.washington.edu/fm/ps/check-release-policy or contact Julie Condit at 206-685-0571.
Genesee Scientific: Newest Life Science Supplier in eProcurement
Genesee Scientific is the newest life science punch-out catalog in eProcurement.
Their staff is knowledgeable and happy to provide pre-purchase support and product recommendations, as well as ensure on-time shipping and hassle-free returns. Genesee stocks a wide array of products in a conveniently located warehouse in Seattle so orders will ship quickly and efficiently. Order an in-stock item by 3 p.m. PST, and they can usually express ship it that afternoon.
For more information please contact Joseh Eaton at 858-536-8044 x2009
Fiscal year end is a good time for UW departments to review their budgets to ensure expenditures and revenue has been recorded to the appropriate budget for the closing fiscal year. Please be sure to review important processing deadlines on the Procurement Services Fiscal Year End Close website. This web page also includes links to the MyFD and JV tools, in addition to processing deadlines to help guide campus departments through the Fiscal Year End Close.
Need help? Please contact Procurement Customer Service at 543-4500.
Roche Diagnostics Launches in eProcurement
Roche Diagnostics is a life sciences Hosted Catalog with eInvoicing capability and is the 38th catalog in eProcurement.
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.
The U.S. Small Business Association Announces New Partnership to Connect Small Businesses with Corporate Supply Chains
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.
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 email@example.com and include eReimbursements in the subject line.
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.
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 firstname.lastname@example.org or 206-543-4500.
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, 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 email@example.com or call 206-543-4500.
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.
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
The 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 firstname.lastname@example.org or 685-0571.
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.
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
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.
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 email@example.com or 206-543-9183.
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.
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 firstname.lastname@example.org 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 email@example.com or 206-543-4500.
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 firstname.lastname@example.org.
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.
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: email@example.com or Ray Hsu firstname.lastname@example.org