Procurement Shared Service Center - Updates and Reminders

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The Procurement Shared Service Center organized a webinar on April 21, 2016, covering various topics like updates on purchasing, PCard reminders, staff changes, and business purpose reminders. The session included statistics on purchase orders, staffing updates, and emphasized the importance of clear business purposes in procurement processes.

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Procurement Shared Service Center April 21, 2016 Carmen Connect Webinar Audio 1-877-820-7831 code:484159#

Procurement Shared Service Center Housekeeping Items All lines will be muted *6 to unmute your line to ask a question *6 to mute your line after you are done speaking The leads will be monitoring the questions via the chat boxes, please feel free to ask questions there. 2

Procurement Shared Service Center Agenda PSSC Updates Business Purposes Purchasing Updates PCard Reminders Tips at the Faculty Club Amazon Business Accounts Email addresses Travel Reminders 3

Procurement Shared Service Center PSSC statistics PSSC Stats through 2-29-16 Purchase Orders & requisitions created 27,261 Change Orders 1,209 Internal Orders 10,863 Pcard Transactions 30,130 Travel Payments 5,906 Payments issued 11,114 Vouchers approved 33,112 Total Transactions 119,595 4

Procurement Shared Service Center Website http://u.osu.edu/pssc Staffing Since the last Call Dennelle Michael joined the staff as a Fiscal Associate, supporting the Student Life Invoice Approvals and assisting with Match Exceptions for all of the PSSC units Susan Meager retired as a PSSC lead Kelly Moore was promoted to PSSC lead and currently supervises Ben Mamphey, Brian Faranato, Jessica Feng, Kim Wilson, Angel Bryant Angel Bryant joined the team to replace Kelly in the Fiscal Officer role supporting Office of Intl Affairs Brandon Foster left to join the OAA Fiscal Office 5

Procurement Shared Service Center Business Purpose Reminders Why do we need to care The Dispatch test Does your business purpose adequately describe the need for the University to purchase this item? Would it make sense to the general public? Is there enough information to avoid the OSU Wastes Taxpayer Money headlines? Many policies, Federal, and State laws reference the need for a business purpose 6

Procurement Shared Service Center Financial Code of Ethics All employees of OSU are bound by this code Stewardship is the responsibility of each employee Using University funds only for appropriate business purpose and in accordance with University policies, procedures, and applicable laws is required ethical behavior. 7

Procurement Shared Service Center IRS IRS rules require the following documentation for meal and entertainment expenses: Original, itemized receipts Time, date, place, attendees, and Business purpose defined as an ordinary and necessary expense directly related to, or associated with, the conduct of your trade or business (IRS Pub 535 and 463) 8

Procurement Shared Service Center Internal Control Policy 1.11 Transactions are approved for business purpose by individuals who have the business knowledge and authority to determine the appropriateness of the transaction Delegation of Signature Authority specifies who can approve transactions for business purpose 9

Procurement Shared Service Center Expenditure Policy 4.11 Business purpose is referenced 11 times in this policy Policy explicitly states every expenditure transaction must be supported by a documented business purpose. Emphasis is placed on meals, entertainment, university functions, cell phones and internet All expenditures of designated contributions must be made for a legitimate business purpose that furthers the unit s mission 10

Procurement Shared Service Center Travel Policy 2.11 Persons with designated approval authority are required to review expenditures and withhold payment if there is reason to believe that the expenditure is inappropriate or extravagant. Travel expenses for spouses, companions, dependents or other family members of university faculty and staff are not eligible to be prepaid or reimbursed unless the individual has a bona fide university purpose for engaging in the travel or attending the event. Documentation of business purpose is required. 11

Procurement Shared Service Center What is appropriate? The business purpose should be written so an individual unfamiliar to the unit s operation can: understand WHY the transaction occurred and how it benefits the mission of the University Words that may help the reader understand the justification include: For On behalf of At the request of 12

Procurement Shared Service Center Examples Poorly Written T&P Hangtags Books Engraving cost To attend a conference Properly Written Parking decals to be sold to the students and guests that come for Summer Orientation so they can park on campus for their 2 day sessions. Books for research guidance at Institute Engraving of two-way radios used for RPAC special events To attend the conference to learn best practices in the industry and to network with colleages from other universities. 13

Procurement Shared Service Center Purchasing Updates-eProcurement New hosted catalogs in eStores Keep It Clean window cleaning services ChemTreat-water treatment services and chemicals New Supplier website in eStores Wasserstrom kitchen small wares and supplies eStores activity Fiscal Year 2016 through March 31st $63,492,896 on 68,630 purchase orders Over 63% of all purchase orders created this fiscal year to date. 14

Procurement Shared Service Center FY17 Blanket & Term order Renewals It s time to start inputting eRequests for Blanket & Term orders for FY17 Please work with your PSSC contact to determine what orders should be renewed No Blankets for eStores vendors Term order should be for one Fiscal year (July 1 through June 30) with very few exceptions 15

Procurement Shared Service Center Blanket or Term Order 16

Procurement Shared Service Center Blanket PO: Term PO: An order that allows for the incremental purchase of a specific product or service when the price, quantity and schedule of fulfillment are largely predetermined and specified in the purchase order at the time it is initiated. The quantity can be the same with every delivery or may vary. Blanket Orders are used for transactions that occur very frequently (daily or multiple times a week) have a high variation of product types, undetermined timing and not available in eStores. As a general rule, transactions = a minimum of 48-52 transactions per year. Blanket order for bulk roadway salt Purchase of water delivery service (eStores) Blanket order for Pharmaceuticals and Biologicals Purchase of hay at 100 bales/per month 17

Procurement Shared Service Center Office Supplies (Best Practice Order Size) Staples Spend 12/1/15 3/31/16 Total spend / # of orders: $694,612 / 6,596 Total spend / # orders under $35: $45,792 / 2,553 39% of all orders placed are under $35 Note: OSU loses .5% rebate on orders under $35 Opportunity: Added rebates as order size increases 18

Procurement Shared Service Center Office Supplies (Additional Benefits) Staples is the preferred supplier for office supplies: Comprehensive product catalog in eStores Incentives provided to OSU customers Large order discounts Single point of delivery discount Prompt payment discount Incentives provided to OSU students Scholarships Internships 19

Procurement Shared Service Center NEW Lab Supplies bid, OSU for the IUC schools: Scope, Background, and Objectives History: Last lab supplies and equipment bid executed in 2013 by IUC Spend amount identified $18 million Original end date of contract, December 31, 2015 Extended additional year (expires December 31, 2016) Current: OSU is leading the bid process and will extend contract to the IUC institutions Institutions have provided spend data, currently $115.4 million identified Current vs Targeted categories will be addressed in this presentation New contract will begin January 1, 2017 Objective: To increase contract utilization (targeted subcategories), create savings, and improve the P2P process (e-procurement, e-invoicing, ACH, etc) 20

Procurement Shared Service Center October 1, 2015 Carmen connect Webinar PCard Reminders: Attach receipts to eRequest or eTravel ASAP after the transaction Business Purposes need to include the why the purchase is being made Packing slips or confirmation of receipt of goods are required by policy for purchases of goods over $75.00. 21

Procurement Shared Service Center Faculty Club Tips Numerous questions regarding if a tip should be added to bill at the faculty club. Faculty club generally charges a 19% facility fee Servers are paid a wage above a typical server and above minimum wage at the Faculty Club Servers should not be tipped at the Faculty Club using University resources This is per an email from Lisa Plaga to all SFO s in November 2015. 22

Procurement Shared Service Center Amazon Business Accounts Just a few reminders: Orders less than $50 may be charged shipping Orders from third party vendors of Amazon may not deduct tax and may charge shipping If you are charged tax, you can request a refund by contacting Amazon Customer Service You must have a University Amazon Business account set up through your group administrator You must attach the University s Amazon Tax exemption form to your account to have purchases recognized as tax exempt Refer to http://u.osu.edu/amazonbusiness or Frank Grubb for additional questions 23

Procurement Shared Service Center PSSC Email addresses Area Ocio ESUE Grad School John Glenn Libraries OAA Admin ODI Email ADMIN-cio.fiscalservice@osu.edu ADMIN-esue.fiscalservice@osu.edu ADMIN-gradschool.fiscalservice@osu.edu ADMIN-jgi.fiscalservice@osu.edu Dnodes All CIO and ODEE Dnodes All Enrollment Services and Undergraduate Education Dnodes All Grad School Dnodes (D3000, D3001, D3002) John Glenn Dnode (D4240) Libraries Dnode (D3200) All OAA Admin Dnodes (D4009, D4200, D4201) Diversity & Inclusion Dnode (D4207) OAA OAA OAA OAA OAA OAA OAA ADMIN-libraries.fiscalservice@osu.edu ADMIN-oaa.fiscalservice@osu.edu ADMIN-odi.fiscalservice@osu.edu ADMIN-ohr.fiscalservice@osu.edu OHR OIA Outreach & Engagement Research Wexner ADMIN PSSC-Govt Affairs ADMIN PSSC-Board of Trustees ADMIN PSSC-Ofc of the President ADMIN PSSC-Legal Affairs ADMIN PSSC-Univ Advancement ADMIN PSSC-Business and Finance ADMIN PSSC-SL Advancement ADMIN PSSC-SL Tech Services ADMIN PSSC -SL FML ADMIN PSSC-SL Dining Services ADMIN PSSC-SL Res Life & Housing ADMIN PSSC-SL Ohio Union ADMIN PSSC-SL Rec Sports OAA OAA OAA OAA OAA BF BF BF BF UA BF SL SL SL SL SL SL SL All Human Resource Dnodes (D4700, D4710, D4720, D4730, D4750, D4780) All International Affairs Dnodes (D4232, D4235) All Outreach & Engagement Dnodes (D5900, D5910) All Research Dnodes All Wexner Center Dnodes All Govt. Affars All Board of Trustees All office of the President All Legal Affairs All University Advancement All Business & Finance All SL Advancement Operations All Tech Services All Facilities, Management, And Logistics All Dining Services and Regional Dining All Housing, Regional Housing, and Residence Life All Ohio Union, Student Activities All Rec Sports ADMIN-oia.fiscalservice@osu.edu ADMIN-oe.fiscalservice@osu.edu ADMIN-research.fiscalservice@osu.edu ADMIN-wexner.fiscalservice@osu.edu ADMIN-Govaffairs.pssc@osu.edu ADMIN-BOT.pssc@osu.edu Admin-President.pssc@osu.edu ADMIN-LegalAffairs.pssc@osu.edu ADMIN-UnivAdvancement.pssc@osu.edu ADMIN-Busfin.pssc@osu.edu ADMIN-SLAdvancement.pssc@osu.edu ADMIN-SLTechServ.pssc@osu.edu ADMIN-SLFML.pssc@osu.edu ADMIN-Diningservices.pssc@osu.edu ADMIN-Housing.pssc@osu.edu ADMIN-OhioUnion.pssc@osu.edu ADMIN-RecSports.pssc@osu.edu ADMIN PSSC-SL Health & Wellness ADMIN-StuHealth.pssc@osu.edu SL Student Health Services, Student Wellness, Counseling & Consultation Services Budget & Planning, Fiscal Support Svcs, CFO, SL Admin, CFTSOSL, Strategic Communications, and BuckID ADMIN PSSC-SL Admin Support ADMIN-SLAdminSupport.pssc@osu.edu SL Student Health Insurance, Student Advocacy, Student Conduct, MCC, Off Campus, carreer Counseling, Buckeye Careers, Disability Services ADMIN PSSC-SL Student Services ADMIN-SLStudentServ.pssc@osu.edu SL 24

Procurement Shared Service Center Travel Reminders Hotel Per Diem Rates Reminder of the new travel policy If it s not a conference hotel it must be less than 1.5x the Federal Per Diem rate for the City and time period If it is between 1.5X and 2X the Per Diem rate, it must include and explanation why that hotel was used If it is over 2X the Per Diem rate, and exception is required to be recorded Multiple University travelers staying in the same room do not exempt the room from meeting this requirement. The Per Diem rate is reduced by dividing the rate by the number of business Travelers staying in the room. (Per Federal GSA guidelines) 25

Procurement Shared Service Center Travel Reminders Mileage calculations Reminder that the new policy is in place regarding deducting normal commute mileage from business mileage where the traveler left from home and traveled directly to an alternative site. We can t just assume they always leave the office and must calculate actual miles driven Vacation in Conjunction with Business Travel If the traveler is taking personal time or alternative destinations other than what they would have traveled for the OSU business, a comparison must be done at the time of booking. Lowest reasonable rates should be used Include all expenses that the traveler would have reasonably incurred for the Business trip. 26

Procurement Shared Service Center Travel Reminders Flying vs. Driving comparisons or Driving vs. Flying comparisons Consideration must be given for travelers to incur the lowest reasonable expense when traveling on University Business If traveling to locations within a reasonable drive (3-5) hours, generally a comparison for driving does not need to be done If the traveler is flying to these locations, a Fly vs. Drive comparison should be done and the lowest estimate is the maximum a traveler should be reimbursed. The estimate comparison should include all expenses related to both modes of travel (i.e. For flying: airport parking, baggage fees, transportation to/from the destination airport, etc. For driving: mileage, tolls, consider extra per diem, destination parking, etc) 27