Upcoming Regional Procurement Fair, at WCU Graduate Business Center, September 28th (posted 9-11-2017)
YEAR END CUTOFF DATES - disbursements, travel expenses, purchasing cards (posted 5-9-2017)
Cutoff for Disbursements
The Accounts Payable Department will cease printing checks Thursday, June 29, 2017 at 2:00 PM and will resume processing on Thursday, July 6, 2017 at 8:00 AM. This is necessary for AP to clear up the business of the 16/17 fiscal year and complete data collection for the financial reports required by the Chancellor’s Office.
All travel expense reports for travel completed through the early part of June, 2017, as well as other payment requests, should be submitted to Accounts Payable no later than Friday June 16, 2017 at 4:00 PM to allow sufficient processing time prior to disbursement cutoff.
Travel Expenses for Fiscal Year 16/17
Please be advised it is essential that all travel expense vouchers for travel taking place prior to and including June 30, 2017 reach the Accounts Payable Office no later than the close of Business on Monday, July 10, 2017. This will allow sufficient processing time for these expenses to be recorded in Fiscal Year 16/17.
Review of Open Travel
Please review all travel approval requests in ESS to assure all open requests for trips prior to June 30, 2017 are finalized. Any trips planned and not taken should be canceled using the cancel option in ESS. It is important to complete all travel expense reports for trips completed prior to June 30,2017.
The cutoff for use of the Purchasing Card for Fiscal Year 16/17 is Friday, June 23, 2017. This will allow for sufficient time for processing June transactions and the recording of expenses in this Fiscal Year. You may resume use of the card again Monday, July 3, 2017. Transactions beginning July 1 will be recorded in the new Fiscal Year 17/18.
Purchasing Promotional Items (posted 3-8-2017)
We receive numerous purchase requisitions (PRs) throughout the year for various promotional items. To date, most of those seem to be sourced with a single supplier. While the supplier performs satisfactorily, we want to avoid the possible perception of serial contracting.
There are a number of other vendors, especially in the Pennsylvania, that provide comparable services and are approved to utilize our logos. Please check the Athletics Department webpage to get a list of vendors and refer to link below.
1. Central Sports & Grafix – Bloomsburg (firstname.lastname@example.org )
2. Keystone Advertising Specialties – Muncy (email@example.com )
3. Trautman Assoc. – Shamokin Dam (firstname.lastname@example.org / www.onfirepromotions.com)
4. All Sports America – Northumberland (email@example.com / asa-football.com)
5. Tuttle marketing Services – West Chester (firstname.lastname@example.org )
6. League Collegiate Wear – Bridgeport (email@example.com / www.4league.com)
We ask for your cooperation in soliciting any of the above or others to see if they can also serve your needs.
Bid Threshold Increase (posted 1-4-2017)
Please note that pursuant to applicable statute which ties the base amount for triggering bidding requirements under the Procurement Code to the consumer price index, the bid threshold amount for 2017 has increased from $19,400 to $19,700. As a reminder, this amount applies to all procurements, including construction. The only exception is for contracts for the retention of architects and engineers (threshold remains at $10,000) and consultative services (threshold remains at $5,000 under §20-2010-A(13) of Act 188). Notice of the increase was published in the Pennsylvania Bulletin on December 10, 2016.
Cutoff for Check Disbursement (posted 12-2-2016)
The last check and direct deposit run (for both traveler and vendor payments) will be Tuesday, December 20, 2016. Accounts Payable will resume printing checks and processing direct deposits on Tuesday, January 3, 2017.
Purchasing Card Users (posted 10-3-2016)
The Office of Internal Audit and Risk Assessment (OIARA) conducts an audit of P. Card use annually. We wanted to communicate the general findings of their audit to make you aware of potential risk areas when utilizing the P. Card. This email does not mean that you personally have been found to have had an audit issue on your card, but to make you aware of the audit findings.
If you have specific questions regarding your card of these findings please let me know.
These exceptions comprised areas of purchasing card activity in conflict with governing guidelines, including:
- Payment of Pennsylvania state sales tax
The State System, an instrumentality of the Commonwealth, is exempt from the payment of Pennsylvania state sales tax. Each purchasing card is marked tax-exempt. The cardholder should notify all vendors of the System’s tax-exempt status. The cardholder must review all receipts for each purchase to ensure sales tax has not been assessed. If sales tax has been charged to a purchase, the cardholder should contact the vendor for a credit in the amount of the sales tax collected.
The System cannot redirect public funds to other organizations in the form of charitable contributions. This includes solicited donations supporting fundraisers, events, and/or sponsoring individuals in fundraising events. Universities may, however, make expenditures to charitable organizations in exchange for a service of equal value. Universities may use public funds to pay for a university advertisement in a printed program for a charitable event when the cost of the advertisement is determined by the university to provide reasonable value.
- Missing Cardholder receipts supporting transaction
Cardholders should retain all purchasing card records, including receiving reports, receipts, or other documentation supporting transactions against his/her purchasing card. The cardholder should supply all such receipts to appropriate university office staff responsible for reconciliation and payment of the monthly purchasing card billing statement.
- Insufficient explanation supporting purchases
All purchases made with the purchasing card must be for the benefit of the State System, within established budgets, and in accordance with respective purchasing card policy and procedures, State System Procedures/Standard, and Board of Governors’ Policy. Cardholder expenses paid with a System purchasing card must be supported with necessary and appropriate explanations defining the purchase, identifying an appropriate business purpose.
- Split transactions to circumvent purchasing card dollar limits
Governing policy establishes purchasing card transactional limits defining the maximum amount that can be charged to the purchasing card, per transaction. Cardholders are not permitted to circumvent a pre-established purchasing card transactional limit by having the vendor split the total cost of the procurement among two or more billing transactions.
- Payment of local hotel occupancy tax within Pennsylvania
No statutes enabling local jurisdictions to impose an occupancy tax contains the required express authorization to tax the Commonwealth, and the State System is an instrumentality of the Commonwealth. Within Pennsylvania, local governments lack authority to collect occupancy tax from State System employees on official business. Furthermore, Commonwealth Travelers, pursuant to Commonwealth Management Directive 230.10 and the Commonwealth Travel Manual, who are certain other individuals traveling on official business but who are not employees, are covered by the same rules as those who are actual employees.
- Postdated exception approval
In certain instances, purchasing card policy and procedures afford for documented and approved exceptions to defined policy restrictions. Purchasing card transaction exceptions outside of governing policy must be approved and documented in advance of the procurement by the defined individual (or designee) within the policy to approve permitted purchasing card exceptions.
- Expenditures not permitted per public funds guidelines
State System Procedure/Standard 2011-07, Expenditures of Public Funds Guidelines, Standards, and Limits, defines parameters governing the expenditure of public funds for the universities and the Office of the Chancellor. The overarching principle in the spending of university funds is that all expenditures must clearly and directly benefit the university in support of its purpose to provide education at the lowest possible cost to the students. Expenditures of public funds may not inure to the private benefit of one or more individuals unless authorized by law and detailed within Procedure/Standard 2011-07.
- Individual transaction dollar limit exceeding site-specific cardholder policy allowance
Governing policy establishes dollar value limits for individual cardholder purchases. Purchases in excess of the defined dollar limit must be made in accordance with the location’s normal procurement process and cannot be purchased and paid utilizing a purchasing card; rather, the purchase must be appropriately processed utilizing purchase requisitions and purchase orders.
Purchasing Card Usage
Purchasing card is not to be used for purchases from online auction sites (i.e., Ebay or Amazon). View guidelines.
New Assistant Director of Procurement (posted 6-28-2016)
Jeffrey Ulanoski joins the BU Procurement Office as Assistant Director of Procurement as of July 11th.
Jeffrey is a graduate of Bloomsburg University with a Bachelor’s in Business Administration. Most recently he worked as the Director of Indirect Procurement Group for Rite Aid Corporation in Camp Hill, PA responsible for the oversight and implementation of a procure-to-pay solution and expansion of a purchasing card program.
Prior to that, Jeffrey has worked in several roles including as a consultant, Director of Accounts Payable, Manager of Taxes, accountant and auditor for the Pennsylvania Auditor General.
Jeffrey resides in Millerstown with his wife and two children.
Business Travel Reminder (posted 6-8-2016)
As we are about to begin a new fiscal year, please reference the below reminder as you plan your business travel.
When traveling by automobile, travelers or their assistant should utilize the Enterprise Trip Optimizer (Mileage Calculator) to determine whether it is more economical to rent an Enterprise vehicle or be reimbursed for personal mileage.
After completing the Enterprise Trip Optimizer (Mileage Calculator) calculation sheet, please attach it to the Vehicle Reservation form.
Note - The Board of Governors travel policy states that “prudence and economy” in conjunction with the “purpose and constraints” of the travel must be used when traveling on official university business. Using accurate inputs (i.e. the current cost of a gallon of gas), The Enterprise Trip Optimizer assists with determining the most economical method of travel,, by specifically comparing the cost of personal mileage reimbursement vs. renting a car. Travelers are strongly encouraged to utilize the most economical method.
Enterprise training reference can be found here:
Year End Cutoff Dates (posted 5-10-2016)
Cutoff for Disbursements
The Accounts Payable Department will cease printing checks Thursday, June 30, 2016 at 2:00 PM and will resume processing on Thursday, July 7, 2016 at 8:00 AM. This is necessary for AP to clear up the business of the 15/16 fiscal year and complete data collection for the financial reports required by the Chancellor’s Office.
All travel expense reports for travel completed through the early part of June, 2016, as well as other payment requests, should be submitted to Accounts Payable no later than Friday June 17, 2016 at 4:00 PM to allow sufficient processing time prior to disbursement cutoff.
Travel Expenses for Fiscal Year 15/16
Please be advised it is essential that all travel expense vouchers for travel taking place prior to and including June 30, 2016 reach the Accounts Payable Office no later than the close of Business on Monday, July 11, 2016. This will allow sufficient processing time for these expenses to be recorded in Fiscal Year 15/16.
Review of Open Travel
Please review all travel approval requests in ESS to assure all open requests for trips prior to June 30, 2016 are finalized. Any trips planned and not taken should be canceled using the cancel option in ESS. It is important to complete all travel expense reports for trips completed prior to June 30,2016.
The cutoff for use of the Purchasing Card for Fiscal Year 15/16 is Friday, June 24, 2016. This will allow for sufficient time for processing June transactions and the recording of expenses in this Fiscal Year. You may resume use of the card again Friday, July 1, 2016. Transactions beginning July 1 will be recorded in the new Fiscal Year 16/17.
Enterprise Vans (posted 3-14-2016)
For those of your that utilize Enterprise for rentals Ford ordered a recall on specific Transit 12 and 15 passenger vans. As such, Enterprise has decided to ground these vehicles until the manufacturer provides more information/resolution. Unfortunately, the timing couldn’t be worse with University Spring training events beginning. They recommend that any University that owns a Ford Transit passenger van reach out to their local dealer to see if their specific unit is affected by the recall.
In the meantime Enterprise viewed the upcoming reservation list to determine the clients affected. Once identified, they will call the account to offer solutions/replacements for the van. In most cases, if “people” needed to be transported, clients took two minivans (or SUVs) rather than the 15 passenger van that was requested. If equipment was needed to be transported, they offered a combination of a minivan (or SUV) and a cargo van. If there were specific needs that didn’t fall into the above scenarios, they worked with the client to find a solution. With the initial “first weekend need” taken care of, they are continuing to look at reservations further out. Since the manufacturer doesn’t have a specific timeframe on resolution, they have taken many steps including, shutting off “retail” reservations, pulling back on selling any of our non-affected passenger vans and investigating the opportunity to purchase others.
Enterprise - car pickup location change (posted 1-14-2016)
Effective January 19, 2016 the new location for drop off and pick-up of Enterprise rental cars has changed. The new location is the faculty/staff red parking lot #4 adjacent to and west of the Waller Building, and adjacent to and north of the Andruss Building. When entering the lot, the first two spaces on the immediate right will be signed for rental car parking, and the key drop box is next to the first parking space. All rental car keys for pick up on or after January 19th will be delivered to the University Police. The police staff will verify that the correct person is receiving the car keys and contract by checking the person’s picture identification card against the contract name.
Enterprise - new car rental rates - Effective October 1, 2015 (posted 9-28-2015)
Staples Family and Friends Discount (posted 8-24-2015)
From August 23 - 29, you and your Friends & Family can take advantage of 15% off in our stores.
Year End Cut Off Dates (posted 5-11-2015)
Cutoff for Check Disbursements
The Accounts Payable Department will cease printing checks Thursday, June 25, 2015 at 2:00 PM and will resume processing on Tuesday, July 7, 2015 at 8:00 AM. This is necessary for AP to clear up the business of the 14/15 fiscal year and complete data collection for the financial reports required by the Chancellor’s Office.
All travel expense vouchers for travel completed through the early part of June, 2015 should be submitted to Accounts Payable, as well as other payment requests, no later than Wednesday June 17, 2015 at 4:00 PM to allow sufficient processing time prior to disbursement cutoff.
Travel Expenses for Fiscal Year 14/15
Please be advised it is essential that all travel expense vouchers for travel taking place prior to and including June 30, 2015 reach the Accounts Payable Office no later than the close of Business on Friday, July 10, 2014. This will allow sufficient processing time for these expenses to be recorded in Fiscal Year 14/15.
Note: if you are not using ESS Travel Management, please refrain from entering funds reservations for travel that will take place after June 30, 2015 until after July 1, 2015.
The cutoff for use of the Purchasing Card for Fiscal Year 14/15 is Friday, June 26, 2015. This will allow for sufficient time for processing June transactions and the recording of expenses in this Fiscal Year. You may resume use of the card again Wednesday, July 1, 2015. Transactions beginning July 1 will be recorded in the new Fiscal Year 15/16.
Public Bidding Limit Raised (posted 1-7-2015)
Each year the Department of Labor & Industry is required by statute to publish changes to the base amounts triggering the requirement for public bids, telephonic bids and/or separate bids for certain contracts.
The limit for public bidding under the portion of the School Code applicable to PASSHE was raised for 2015 from $19,100 to $19,400 effective January 1, 2015. This updated amount applies to all procurements, including construction. Notice of the increase was published in the Pennsylvania Bulletin on December 13, 2014.
Purchase Requisitions Pending Approval (posted 10-17-2014)
New functionality has been enabled whereby purchase requisition (PR) approvers will receive an email when they have not approved a document still in their queue after a certain period of time.
• 1st reminder = three calendar days after the initial e-mail was sent out
• Future reminders = one week (7 calendar days) from the 1st reminder e-mail
• The remainder will be sent to those that currently get e-mail notifications (workflow approvers).
Example of a PR message: The PR approval process is based at the line item level, therefore each line will be specified on the e-mail.
Update Procurement Savings
PaymentNet Computer Re-registration (posted 8-28-2014)
To update our security protocols, all PaymentNet users will be prompted to re-register their computers when logging in beginning on August 18. We apologize for the inconvenience. Information about the computer registration process can be accessed from the Resources section of the login page.
Public Bidding Limit Raised (posted 1-8-2014)
Each year the Department of Labor and Industry is required by the below-listed statutes to publish changes to the base amounts triggering the requirement for public bids, telephonic bids and/or separate bids for certain contracts.
The limit for public bidding under the portion of the School Code applicable to PASSHE was raised from $18,900 to $19,100, effective January 1, 2014.
Portal Requisitioning (posted 1-7-2014)
Please see below for recent enhancements to portal requisitioning functionality.
PCard Reminders (posted 10-2-2013)
1. Provide your birth month and day in four digit format when asked for your employee ID or social security number.
2. If you are not able to choose a different commitment item and/or cost center when doing your reconciliation, it is due to the JPMC website’s incompatibility with Internet Explorer 9. Please follow the instructions below:
If Internet Explorer recognizes a webpage that isn't compatible, the Compatibility View button is shown on the Address bar. To turn Compatibility View on, click the Compatibility View button to make the icon change from an outline to a solid color.
The Compatibility View button:
Attention Vendors: Procurement Fair (posted 10-2-2013)
The Regional Procurement Fair, hosted by West Chester University, is a great opportunity to meet with the procurement staff at West Chester, Millersville, Bloomsburg, Shippensburg, Kutztown and East Stroudsburg Universities and the PA State System of Higher Education to learn about how to do business with PASSHE and the Universities. This is a free event. Registration and full details https://www.bloomu.edu/documents/purchasing/Invitation-Regional-Buyer-Fa...
Purchase Requisitions and Invoices (posted 9-17-2013)
Requisitioners are reminded if entering a purchase requisition (PR) in conjunction with receipt of an invoice; presumably following RO approval, they should forward the original vendor invoice to the Procurement Office.
In the case where a purchase order (PO) has been issued and an invoice is received from the vendor by the requisitioner or requester the invoice should be forwarded to Accounts Payable.
Procedure - Return of Reserved Vehicles (posted 9-5-2013)
Vehicle return procedures are now available on the university Vehicle Reservations web page. Please refer to these when reserving a vehicle. They are found near the bottom of the page, under Resources and Forms.
Styrofoam Recycling (posted 8-26-2013)
Styrofoam packing material can now be brought to the Receiving Department for recycling. Only white (no color) styrofoam with no glue can be accepted.
Staples Product Demonstration
Posted on March 15, 2013
Employees attended a product demonstration session where they met with Staples representatives and learned about efficiency techniques and were given some tips from 3M and Sanford.
Wednesday, April 10, 11-12 pm, Andruss Library, Schweiker Room
Staples Customer Appreciation
Posted on March 14, 2013
Staples offered a personal discount at Staples stores or online at staples.com. The savings were for personal use (not for use with BU’s Staples Advantage ordering site).
New Employee Welcome
Posted on February 14, 2013
Brandi Yagle joined the BU Procurement Office as a Purchasing Agent on February 18th. Brandi is a Graduate of The Pennsylvania State University with a Bachelor’s in Business Administration. Most recently as a Complex Procurement Consultant, Brandi managed various solicitations and contracts through the Request for Proposals and Invitation to Qualify processes at the PA Department of General Services (DGS), Bureau of Procurement.
Prior to that, at DGS she managed Agricultural and Environmental Services contracts, including the bid process (Invitation for Bids, Request for Proposals, Invitation to Qualify) through contract award/daily contract management.
Brandi resides in Danville with her husband and two-year old son.
Attention Pcard Users – New Paymentnet Log On Screen beginning January 27, 2013
Posted on January 11, 2013
SAP – Material Group Approval Limit Change
Posted on January 10, 2013
We have changed the SAP purchase requisition special approver limit on material group 00172; Desktop Printers from $1,000.00 to $200.00.
Please use Material Group 00172 for the purchase of Desktop Printers, rather than the broader Computer Hardware material group (00260). This will aid in the purchase requisition special approval process as well as more accurately capturing spend data.
Purchasing Card Security Tips
Posted on November 28, 2012
View JP Morgan’s important security tips for keeping your Pcard and account secure.
SAP – Dollars Spent
Posted on November 27, 2012
Departments are able to run a report in SAP to view dollars spent.
Print Shop Modernization Project
Posted on November 27, 2012
Print Shop Modernization Project featuring the all new Oce VarioPrint DP135.
Upcoming Ergonomics Seminar sponsored by Staples
Posted on October 24, 2012
Employees attended a seminar to learn how to improve their ergonomic awareness, practice, and execution in an office setting. The session was sponsored by Staples.
Copier Device Recommendations
Posted on October 23, 2012
As a follow-up to the comprehensive institutional assessment of our printing, scanning, copying and facsimile services and devices, we have developed a list of recommended copy, fax, scan equipment for faculty and staff.
The recommendations published at the link below specify the preferred machine based upon monthly usage and functions required. Each device has a link which provides detailed manufacturer specifications. When ready to order, please contact the Procurement Office for budget pricing and cost per page for maintenance and supplies.
We would ask that offices comply with the recommendations herein for future requirements. If there are unique requirements that necessitate a deviation please consult with Technology Support Services. Thank you for your cooperation.