Procurement Services Fall Forum

1. Procurement ServicesFall Forum September 2011

2. Procurement Services Our New Org Structure

3. Supplier Registration The online portal was released on July 18th and replaces the PDF registration form. Like the form, only for new suppliers being paid through purchase order number in PAS -Less paper, reduces lost information -Paper form will be removed from the website at a determined time. • See the Supplier Registration online at: • https://f2.washington.edu/fm/ps/info-for-suppliers/registration-form

4. Tools & Templates Coming Soon !! Sole Source Justification Web Forms for: • Goods & Purchased Services • IT Equipment & IT Purchased Services • Personal Services & IT Personal Services Coming Soon !!

5. Tools & Templates BENEFITS of using the New Sole Source Justification Web Forms Coming Soon !!

6. You’ve Been Asking And It’s Finally Here!

7. UW Contracts On the WEB http://f2.washington.edu/fm/ps/how-to-buy/uw-contracts

8. Easy Search Tool Displays preferred method

9. Supplier Diversity

10. Contract Summary Available

11. Procurement Desktop Reports (PDR) • AP reports to view the status and image of your invoices for online PAS Purchase Orders • ProCardreports to view department and cardholder spend data, including high risk transactions • CTA reports to view detailed spend data by category and CTA account   Access the reports and register for a class at: http://f2.washington.edu/fm/ps/tools-for-reconciling/pdr

12. Changes to the NonRIP Reports • AP will discontinue mailing copies of invoices to departments on 12/31/11 • PDR reports available to view pending invoices • Can set subscriptions to have reminders emailed to view reports • This does not change our other processes! • Continue to notify rip@uw.edu if an invoice should not be paid • Continue to notify nonrip@uw.edu when a pending NonRIP invoice is approved (or not) for payment • Continue to submit invoices to AP with invoice vouchers to specify approval or special handling

13. Role of the Business Diversity Program

14. Economic Benefits

15. Multiplier Effect • Estimates the ripple effect in the state economy where spending occurs • UW Spending with local suppliers provides these suppliers with addt’l dollars that they re-spend in the local economy  “multiplier effect.” • For every $1 of direct UW spending, $1.275 of indirect spending is generated for the state economy via employment, tax revenue, and business spending MULTIPLIER EFFECT (1.275) Source: The Economic and Societal Impact of the University of Washington

16. Role of the Business Diversity Program Contact: Chesca Ward, Business Diversity ManagerEmail: uwbdp@uw.edu Phone: 206-543-0847 Website: f2.washington.edu/bdp

17. Non PO Invoice Payments In January, Procurement Services developed a lean team to streamline Purchases. The team learned that there are times when a PO is created in PAS simply to make a payment to a supplier when a physical PO copy is not required. We set out to provide a flexible, less expensive alternative to meet campus’s payment needs. What resulted is the Non-PO Invoice module in Ariba.

18. Non PO Invoice Payments What is a Non-PO Invoice? ANSWER: An online tool used to make a payment to a supplier when a PO is not required. Ex: Items purchased under the UW’S Direct Buy limit (currently $3500) when the supplier is not in eProcurement, registrations, memberships, etc.

19. Non PO Invoice Payments How will this help departments? Cuts down the groups involved in making a payment (less touches to the process) Invoices are retained in the department which reduces the amount “lost” Greater flexibility with budgets, account codes and PCA codes on a line item basis (previously unavailable in PAS) Complete transparency of the invoice process from beginning to end Links between MyFD andinvoices in Ariba

20. Non PO Invoice Payments When will Non-PO Invoice be available? Soon! The project is projected to go live in November 2011 Beta testing is September 28th from 9 am to noon. Interested in joining? Sign up at https://catalyst.uw.edu/webq/survey/michells/141570 Look for upcoming training dates as we get close to project completion!!

21. Direct Deposits

22. Procard – What’s ahead? $75 Waiver UW received permission from the State to waive receipt requirements for purchases up to $75.This applies to all transactions: - Travel - Procard - PO’s - Ariba Guidelines and exemptions: Some type of transaction will still require documentation regardless of cost. More details and guidance will come soon ProCard online application • Using Ariba eForm • Astra approval process • Departments can track card applications and approvers online

23. Paper Reduction Washington State law (HB 2287) requires all state agencies to reduce consumption by 30% and purchase 100% recycled paper for copiers and printers. Paper Conservation committee membership • UWMC & HMC Purchasing • Finance & Facilities (Recycling & Solid Waste, C+C, Strategy Management, ESS) • Bothell and Tacoma • Faculty, Mechanical Engineering • Educational Outreach UW Paper Conservation Programhttp://green.washington.edu/oess/paper-conserve

24. Paper Reduction UW’s best practices for paper reduction • UWEO, UWIT, School of Forest Resources, Mechanical Engineering Professor, Finance & Facilities Strategy Management What are the resources? • Printopia (Shared Services) • Printer upgrade program through HP PurchaseEdge Program • Green Office Certification • Questions? Email savepaper@uw.edu

25. Paper Reduction How are we performing? • Check out the UW Sustainability Dashboard: http://green.washington.edu/oess/profile/SustainabilityMetrics

26. Federal Legislative Update • 1099 Expanded Reporting– REPEALED • 3% withholding – Delayed to Jan 1st 2013

27. Stumped by sales tax? • Check out the taxability grid http://f2.washington.edu/fm/tax/taxability • Come to a Tax Training http://f2.washington.edu/fm/tax/training

28. What object code should I use? • Object codes don’t drive tax, tax law drives tax • Departments decide • Used to help determine where money is being spent within department • Think about using sub-sub object codes for greater detail

29. Updated Form 1631 • Attempt to simplify process • Use for invited speakers only • Lecturers and other independent contractors use Form 1632

30. Tax Issues? Contact us @ taxofc@uw.edu or jeshana@uw.edu

31. Supplier Presentations South Lake Union & Seattle South Campus UW Bothell UW Tacoma UW Seattle Upper / Central Campus

32. University of WashingtonEquipment Maintenance Program New campus-wide contract available Provided by Specialty Underwriters Scientific research equipment service/ maintenance contracts

33. Why use the SU Contract? • Significant hard dollar savings: 15%-30% • Prices firm for 3 years • Can add/remove equipment at any time without penalty • Reduced administrative burden • One phone # for all service requests • One invoice per year • No negotiations necessary with current vendor • Able to use same providers or choose new ones • Established supplier; program used by many peer institutions throughout the United States. References confirm no change in vendor responsiveness.

34. How do I use the SU contract? Contact SU: Matt Roncone 800-558-9910 / 414-430-3931 cell Jim Caughey 800-236-6866 / 262-993-1643 cell Provide copy of current P.O. and/or maintenance contract to SU SU provides quote back to you Pay annually in advance (one invoice) Process through pcard or PAS Departments can place orders directly at any dollar amount

35. How do I find out more about the SU program? Contact Carla Helm, Procurement Services: chelm@uw.edu Visit Procurement Services webpage for more information about SU: http://f2.washington.edu/fm/ps/maintenance/specialty-underwriters Set up a meeting to discuss specific opportunities in your department