University Archives & Records Management now enabled in UShop

Posted June 20, 2018 in P2P, Purchasing, Supplier, UShop, UShop Enhancements, UShop Tips.

Purchase archive boxes from University Archives & Records Management in UShop!

We’ve enabled the purchase of archive boxes in UShop to replace using the paper Campus Order.

How do I use UShop to make a purchase for archive boxes?

  • Log into UShop and submit your order—all that’s required is the quantity needed.

University Archives & Records Management also provides used boxes free of charge for records that require shredding. You may also order these on the UShop form. *Note: you may only order boxes for shredding in addition to archive boxes since the order total/PO amount cannot be for $0.00.

Where can I find this new form?

The form is located on the Shopping Home Page in the “Place an Order” section.

Click here for instructions on using the UShop form to order boxes.

 

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Institutional Review Board – Pay ERICA Invoices in UShop

Posted June 13, 2018 in P2P, UShop, UShop Enhancements.

IRB (Institutional Review Board) is the department that has to approve all research projects on campus. When departments have proposals for research projects, they have to get approval from the IRB.

IRB has different types of fees: new study fees, amendment fees, and continuing review fees. They bill departments for these fees using a system called ERICA.

As a result of the Campus Order Elimination Project, beginning July 6, campus orders will no longer be accepted as a method of payment. We’ve enabled them in UShop, which will be the sole method of payment moving forward.

Please see IRB’s post about the Transition from Campus Order to UShop for more information.

For information on how to use the IRB form in UShop and pay the ERICA invoice, see this how-to guide.

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Campus Order Elimination Confirmed – July 6, 2018

Posted June 7, 2018 in Accounts Payable, P2P, Purchasing, UShop.

After several months of analysis and working closely with selling departments, we have confirmed our plan to retire the Campus Order form in FY2018. This means that the last day these forms will be accepted for processing by Accounts Payable will be July 6, 2018. After that date, these submitted forms will be returned to the buying department listed on the form.

In the majority of circumstances, an eJournal is the most appropriate replacement for the Campus Order, providing an easy and efficient way to transfer expenses from one department to another. If you need help getting started with eJournal, please contact Runar Boman in General Accounting at 7-9969.

Some selling departments have migrated to UShop with the remainder planned for June. Watch for announcements as these come online.

If you are a seller and have questions about how to replace the Campus Order for your sales, please consider coming to our Q&A session on June 14, from 3:30-5:00pm in INSCC 110 (auditorium). It will be an open-house format.

If you have questions or concerns, please contact Perry Hull, UShop Solution Administrator, at 7-6280, who is leading the Campus Order elimination project.

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Duo Tokens Now Available Through UShop

Posted June 6, 2018 in UShop.

Reminder: Effective July 17, 2018, Duo phone call and text options for two-factor authentication (2FA) will be discontinued. 

The “Call Me” option when using DUO to access University applications (e.g., UShop, Canvas, CIS, Box) will be discontinued, effective July 17, 2018.

After July 17, you will need to either use the push service to your mobile phone or tablet, or by entering a passcode from a Duo Token fob device. If you do not use one of these methods, you will not be able to log in to the majority of university applications after July 17.

Did you know?

Duo Tokens can be purchased from the Campus Store for $23.00 each. Simply submit your order in UShop using the Campus Store forms available on the Shopping home page.

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Campus Store now enabled in UShop!

Posted May 7, 2018 in P2P, Purchasing, UShop, UShop Enhancements, UShop Tips.

Use UShop instead of a paper Campus Order at the Campus Store.

As part of the Campus Order elimination project, we have enabled the Campus Store in UShop.

Two new forms are available.

  1. Campus Store Print & Carry PO Request — use this form for in-store walk-in purchases, including the Post Office.
  2. UTech Quote Submission — use this form to upload a quote from UTech.

Where can I find these new forms?

The forms are located on the Shopping Home Page in the “Place an Order” section.

Click here for instructions on using the Print & Carry form.

Click here for instructions on using the UTech Quote form.

Benefits to using UShop vs. paper Campus Order or PCard

  • This new ordering process doesn’t require keeping receipts or any type of reallocation.
  • Utilizes approval based on GFA and electronic workflow, like all UShop orders.
  • Orders are received and processed quickly, with a link in Management Reports for easy tracking.
  • Campus Store will handle timely billing of each order – no more waiting for a Campus Order to process!
  • No more paper Campus Order copies to manage or sign.

 

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Gift Card and Entertainment Ticket Purchases Now in UShop via Positively U!

Posted April 16, 2018 in P2P, Purchasing, Supplier, UShop, UShop Enhancements, UShop Tips.

As part of the Campus Order elimination project, we have enabled Positively U in UShop for the purchase of gift cards and entertainment tickets.

  • This new, paperless ordering process doesn’t require keeping receipts or any type of reallocation.
  • Utilizes approval based on GFA and electronic workflow, like all UShop orders.
  • Orders are received and processed quickly, with a link in Management Reports for easy tracking.
  • Positively U will handle timely billing of each order – no more waiting for Campus Order to process.
  • No more paper Campus Order copies to manage or sign.

These gift cards can be used for employee rewards* or as compensation for research subjects*.

*Note: Reporting to Tax Services of gift cards purchased for employees or research will not change. Your department is still required to report this information to Tax Services at the end of the calendar year.

Gift cards ordered from Positively U can be picked up from the Hospital Gift Shop, located in the main lobby on the first floor of the hospital. Because the cards are already activated, they cannot be sent via campus mail. All gift card and ticket offerings are pictured above.

Where can I find the new form?

This form is located on the Shopping Home Page in the “Place an Order” section.

Click here for instructions on using this new form.

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UShop System Issues to be Resolved April 11 after 6:00pm

Posted April 11, 2018 in P2P, UShop, UShop Enhancements.

After a software upgrade, which took place April 6-8, 2018, the UShop system began experiencing system slowness and other issues. We apologize for the inconvenience this has caused. A fix is expected to be put into the system tonight at 6:00 pm MST.

Please contact us with any issues you continue to experience after the fix has been put into place. It may also be helpful to clear your browser cache and cookies after the fix has been implemented.

UShop Help Desk

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Amazon in UShop: Expedited Shipping Now Unlimited

Posted April 11, 2018 in P2P, Purchasing, UShop, UShop Enhancements, UShop Tips.

The UShop Amazon Punch-out just got better – we are excited to announce unlimited Expedited Shipping!

You now have unlimited access to:

  • Expedited shipping – you can now expedite orders directly in UShop
  • 7-day inventory and price lock – items and prices reserved as long as Amazon receives the PO within 7 days. No more price fluctuations!
  • Scheduled delivery – schedule your delivery for a time that works for you

Using UShop for Amazon eliminates the need to:

  • Reconcile or reallocate your PCard purchases
  • Retain receipts for audit

Click here for a guide to the new checkout process in Amazon.

How can you take advantage of these new Amazon features?

Click on the applicable link below for your “Next Steps”

 

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GFA for UShop

Posted March 27, 2018 in GFA, P2P, UShop, UShop Enhancements, UShop Tips.

As a Principal Investigator or Account Executive, you can designate approval authority for an Activity or Project limited to only UShop transactions.

Why is this important?

  • The Campus Order elimination project is underway, and many Selling Departments on campus will be migrated to UShop as a replacement for the paper Campus Order.
  • As this transition occurs, it will be useful for Buying Departments to take advantage of the ability to designate UShop approval authority using GFA (Grant Financial Authority) to individuals in your department. Doing this now will help your department to prepare for the elimination of the Campus Order in June.

Click here to learn how to grant UShop-only approval.

Designate an Authorized Alternate for an Activity / Project and limit their authority to approve only UShop transactions

How is this helpful?

  • If a UShop user has GFA that is limited to only UShop transactions, they can submit UShop orders that will not require the additional approval of an Account Executive, Principal Investigator, or other Authorized Alternate.
  • This allows orders to flow through very quickly and efficiently.
  • Often these individuals have PCards—providing them with UShop approval authority is similar to issuing them a PCard. With the use of UShop, there is no need to retain receipts or reallocate.
  • Designating UShop approval authority does not change the Evidence of Review (EOR) process. Your department will still review and approve monthly statements.

Stay tuned for the specific departments that will be enabled in UShop as sellers!

More Info:

  • What is GFA?
  • How do I use/access UShop?
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Amazon Business Prime Shipping is Now Available in UShop!

Posted March 14, 2018 in P2P, Punch out catalog, Purchasing, Supplier, UShop, UShop Enhancements, UShop Tips.

Amazon Business Prime Shipping is Now Available in UShop! 

What this means to you:

  • Unlimited free 2-day shipping on all eligible purchases, regardless of dollar amount
  • No need for departments to purchase their own Prime memberships – FREE Business Prime membership is included with UShop!

Using UShop for Amazon provides these benefits:

  • Automatic procurement approvals and routing, based on GFA
  • Electronic ordering and invoicing
  • Easier and more efficient review of management reports

And eliminates the need for:

  • Reconcile or reallocate your PCard purchases
  • Retain receipts for audit

What’s Next?

If you have any questions regarding UShop and Amazon, please contact us.

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