We are eliminating paper Payment Requests – Know these Important Dates

Sept. 25: Non-Employee Reimbursements

Beginning September 25, 2017, paper reimbursement forms for non-university employees will no longer be accepted.

Please use ePR for all non-university employee reimbursements going forward.


Oct. 1: UShop: NoPO and PR forms

Beginning October 1, 2017, UShop NoPO and UShop Payment Requests will no longer be available or accepted.

Please use ePR for all NoPO or PR form needs going forward.


Other Paper Payment Requests – ePR is ready for all users!

We will be eliminating these paper forms in the very near future, but are not ready to announce a date. We are encouraging all departments to use ePR for their submissions. Please email Kori Wetsel with a list of departmental users ready to use ePR.  Please include user name, employee ID and email.

Users will be added in the order received.  We look forward to hearing from you!

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Buying and Payment Guide – New and Improved

The “Buying & Payment Guide” is a document that has existed for some time, and has been effective in helping you decide which “tool” in your toolbox should be used in procuring and paying for supplies and services.


With the advent of UShop, and most recently, the electronic Payment Request (ePR) we have revamped this document to make it more current and useful.  Our intent is for you to use this document whenever you are contemplating a purchase or a payment.  

The guide comes in two parts: 

  1. The guide itself (a detailed 8-page document listing most types of payment categories), and
  2. A guide summary (a 2-page document that spells out the types of purchases appropriate for each payment method). 

See the Buying and Payment Guide here

The guide is a very detailed document, and may require a bit of patience in interpreting it, but everything is there.  We’ve provided two columns to distinguish the considerations needed for an “under $5,000” purchase vs. an “over $5,000” purchase.  We’ve also provided codes to indicate:

  • Best—Signifies the best payment method available.  Best payment methods should always be favored for processing.
  • A—Allowable payment method.  There may be one or more allowable payment method(s) for a payment category.  Allowable payment methods are preferred, except in instances where a “Best” method is indicated.
  • Sole—The method outlined is the ONLY method allowed.
  • 🚫 —This method is prohibited by policy for the instance outlined.

  • ! —Method is acceptable but is not the most efficient or most cost effective method.  Users are encouraged to use preferred methods and support P2P objectives of low contracted pricing, more efficient processes, and consistent transparency.

The “Buying & Payment Guide” is authoritative and is meant to be a reference tool for all purchases and payments.  As such, it will be part of the Regulations Library of the University.  Please make its regular use part of your business practices.  We expect it to be used extensively, but also recognize that it can be improved, and will need to be revised from time to time.  We welcome your suggestions for improving the document.  If you have questions, you can always ASK US

The “Buying & Payment Guide” is easily accessible on the Accounts Payable and Purchasing web pages, as well as the Resources tab on the FBS homepage.

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New Change Order form now live in UShop!

The Change Order form in UShop has been updated with new features to improve processes – most notably, the layout based on types of change requested (see image below).

Also:

  • New instructions on when you should/should not submit a Change Order request.
  • New fields allow you to provide a more detailed request.

For more information on the updated change order form, refer to the Change Order Instructions.

 

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September TCM Training Dates Added

Eight new training dates have been added for the month of September!

Register Here

Come learn more about Total Contract Manager (TCM) – the howwhy and what of the University’s new procurement contracting solution. 

TCM is a central repository for all procurement-related contracts. It provides electronic access to your department contracts, features a quick search function, as well as reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

TCM will enable workflow through the campus-wide UShop Marketplace, effectively capturing total spend, dates, insurance requirements and many other procurement based needs. The system will provide transparency and compliance with both state and federal procurement laws, thus strengthening our university from multiple liabilities.

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More Total Contract Manager In-person Training Dates Added

Come learn more about Total Contract Manager (TCM) – the howwhy and what of the University’s new procurement contracting solution. 

Five new training dates have been added for this month:

  • August 8 – Park Building
  • August 15 – Annex
  • August 17 – Park Building
  • August 22 – Annex
  • August 24 – Annex

Each class will run from 10:00 am – 11:00 am

Register Here

TCM is a central repository for all procurement-related contracts. It provides electronic access to your department contracts, features a quick search function, as well as reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

TCM will enable workflow through the campus-wide UShop Marketplace, effectively capturing total spend, dates, insurance requirements and many other procurement based needs. The system will provide transparency and compliance with both state and federal procurement laws, thus strengthening our university from multiple liabilities.

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Total Contract Manager In-person Training Now Available

Come learn more about Total Contract Manager (TCM) – the howwhy and what of the University’s new procurement contracting solution. 

Two inaugural training dates are now available:

  • July 27th
  • August 1st

Register Here

TCM is a central repository for all procurement-related contracts. It provides electronic access to your department contracts, features a quick search function, as well as reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

TCM will enable workflow through the campus-wide UShop Marketplace, effectively capturing total spend, dates, insurance requirements and many other procurement based needs. The system will provide transparency and compliance with both state and federal procurement laws, thus strengthening our university from multiple liabilities.

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University of Utah to Partner with PepsiCo beginning July 1

John Nixon, VP for Administrative Services, has issued a memo to all University Campus Departments regarding the University’s new partnership with PepsiCo

“We are excited to be entering into a new relationship with PepsiCo beginning July 1st. In order to develop a mutually beneficial partnership, we will be working closely with PepsiCo to create a unique and symbiotic relationship that will greatly benefit our campus community. Through this enhanced partnership, we hope to provide a positive experience for everyone involved. We anticipate celebratory events for students, faculty, and staff this Fall to welcome PepsiCo to our campus, and we hope that you will participate in making this transition a success.

Here are the next steps:

  • Effective July 1, 2017, per contractual requirements, all University and University Health Care soft drink and related purchases are to be made from PepsiCo.
  • If you have not been contacted regarding the transition of your supplies and equipment to Pepsi, please contact Joe Musgrove from PepsiCo (information below).
  • If you have not yet set up an account to purchase Pepsi products and need to do so, please contact Joe Musgrove.

During this transition and throughout the contractual term, it is imperative that the University and its various units are coordinated in all communications and agreements. In order to accomplish this goal, all communications involving PepsiCo and the University will be managed through our Business Development Office in Auxiliary Services as they will be managing the contract. The individuals listed below will be the points of contact for each organization in managing all requests under this new agreement.”

If you have questions, please contact one of the individuals below:

Joe Musgrove (PepsiCo)
Office: 801-972-7415
Cell: 801-633-9492
Email: joe.musgrove@pepsico.com

Brett Eden (University of Utah)
Office: 801-581-8298
Cell: 801-367-1788
Email: brett.eden@utah.edu

Collin Simmons (University of Utah)
Office: 801-213-8795
Cell: 801-842-5340
Email: collin.simmons@utah.edu

Michael Van Oordt (University of Utah)
Office: 801-587-0853
Email: mvanoordt@sa.utah.edu

We are doing everything we can to make this a seamless transition, but please extend your patience and support as this process unfolds throughout the month of July.

*There is an exception for limited competing products to be purchased and sold in University operated retail locations.

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Chartwells Walk-In Dining Form to Replace Campus Order

Chartwells Walk-In Dining Form now in UShop – Campus Orders no longer necessary!

Effective July 1, 2017, Chartwells will no longer accept paper campus orders as payment at their walk-in dining locations. We have partnered with Chartwells to design a solution within UShop for food purchases that will increase efficiencies for both Chartwells and the University.

Place your next walk-in order using UShop, by following these steps:

  1. Fill in a few simple details about the purchase, including an estimated dollar amount, and submit the form in UShop.
  2. Print a copy of the UShop PO and bring it with you in lieu of a paper campus order.
  3. Chartwells will invoice against the PO, for the actual amount of the meal.

Where to­ find the form in UShop:

The Chartwells Catering form can be found under “Place an Order” on the Shopping Home Page:

Chartwells Walk-In Dining Form How-to Guide

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Chartwells Catering Now Paperless

Chartwells Catering Form now in UShop – Campus Orders no longer necessary!

Effective July 1, 2017, Chartwells will no longer accept paper campus orders as payment for catering services. As part of our overall objectives to move away from paper-based processes, we have partnered with Chartwells to design a paperless UShop solution for catered food orders that will increase efficiencies for both Chartwells and the University.

Place your next paperless order using Chartwells’ online CaterTrax system or over the phone, then proceed to UShop, following these steps:

  1. Obtain the CaterTrax invoice number.
  2. Fill in a few simple details about the purchase and submit the form in UShop.
  3. Chartwells will invoice against the PO that’s been created.

*Note: Chartwells will invoice your department only after the event has taken place.

Where to­ find the form in UShop:

The Chartwells Catering form can be found under “Place an Order” on the Shopping Home Page:

How to use the Chartwells Catering Form quick reference guide

Coming Soon: Chartwells Walk-In Dining form in UShop

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New Punchout Catalog: ThermoFisher Scientific

UShop has been working with ThermoFisher/Life Technologies and together we are pleased to announce their incorporation into our procurement system. This is the first UShop partnership that integrates both direct orders and on-campus supply centers. The punchout to the ThermoFisher/Life Technologies website is located in the shopping showcase listed as Punch-Out Catalogs with Contract Pricing.

ThermoFisher/Life Technologies brands (Invitrogen, Applied Biosystems, Pierce, eBioscience, Affymetrix, Gibco, and more) provide some of the most cited and trusted products in the life sciences. Many of these products will be offered at deeply discounted prices through UShop for both direct and supply center orders.

Here are some highlights of this partnership:

  • Automatic discounts on 100,000+ products
  • 50% off all PCR machines through June
  • 20% off most antibodies & ELISAs from Invitrogen, Pierce, and eBio.
  • 30% off most DNA & RNA purification kits
  • 35% off most SYBR and Taqman Master Mixes or 50% off the purchase of 2+.
  • Up to 75% off tissue culture reagents
  • Access through UShop to 6 supply centers located on campus with hundreds of stocked products
  • Free Shipping on the majority of non-stocked items purchased through a supply center

Please see the attached punch out quick reference guide for detailed ordering instructions.

Contact Josh Romney, ThermoFisher/Life Technologies sales representative, for further information regarding UShop or help with products and pricing. He can be reached by email, phone, or in person. Phone: 801-209-8579 Email: josh.romney@thermofisher.com

 

Thermo Fisher Scientific Inc. is the world leader in serving science. Our mission is to enable our customers to make the world healthier, cleaner and safer. We help our customers accelerate life sciences research, solve complex analytical challenges, improve patient diagnostics and increase laboratory productivity. Through our premier brands – Invitrogen, Applied Biosystems and Thermo Scientific– we offer an unmatched combination of innovative technologies, purchasing convenience and comprehensive support.

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