Happy summer!!  This issue of FM News includes information about the following:

  • Upcoming F&A Space Functionalization Deadlines
  • Updated Food Approval Webpage
  • Simplified Moving Expense Option – NOW AVAILABLE
  • New UW Sustainability Branding Toolkit
  • 2011-13 Biennium Close Website
  • Carryover Balance Policy for the 2011-2013 Biennium
  • The Dell Leasing Program is now available! 
  • New Non-Catalog Ordering System
  • Returning PAS Orders for eProcurement Non-Catalog Placement
  • Save $$$ and time with Managed Print Services
  • Reminder about Non-Rip Process: Invoices over $10,000 
  • Coming Soon in Fall 2013: PaymentNet4 
  • Establishing Department Purchasing Policies

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Upcoming F&A Space Functionalization Deadlines

As the University’s next F&A rate base year-end approaches, please take note of a few upcoming deadlines related to the space functional survey.  We encourage research units to complete their space surveys by the dates outlined here:  http://f2.washington.edu/fm/maa/fa/space-fy2013#sstiming.

Management Accounting & Analysis (MAA) is happy to work with you to answer questions or to resolve any issues you may have with the process. 

Please contact us at fahelp@uw.edu.

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Updated Food Approval Webpage

The new food approval page continues to be revised, based on your comments and suggestions, to improve the clarity of guidance about the appropriate uses of UW budgets to purchase food.  Please review the page and let us know if we are getting closer to better guidance:  http://f2.washington.edu/fm/food-approval

For questions or concerns, please contact pcshelp@uw.edu or 206-543-4500.

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Simplified Moving Expense Option – NOW AVAILABLE

UW now offers a simplified moving expense option – a lump sum allowance paid with the employee’s first paycheck. This option is a much simpler way to cover moving expenses with added flexibility for the individual as to how to use the allowance. Not only is this a great option for new hires because it frees them from having to keep receipts.  Additionally,  it is a terrific option for departments because it simplifies the payment process to the new employee.

For more information on how to process the lump sum allowance please see: http://f2.washington.edu/fm/payroll/payroll-coordinators-guide/payments/moving-expenses

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New UW Sustainability Branding Toolkit

UW Environmental Stewardship and Sustainability worked with UW Marketing, along with participants across campus, including Intercollegiate Athletics, Housing & Food Services, News & Information, Creative Communications, UWTV, Capital Projects, College of the Environment and UW Recycling, to develop a common UW Sustainability brand.  A “branding toolkit” was developed that includes branding guidelines and templates for PowerPoint presentations, posters and business cards. The collaboration also produced a new tagline, "Sustainability: It's in our Nature". The branding toolkit will support the UW community in visually unifying communications related to sustainability efforts. 

To download the toolkit, visit: http://green.washington.edu/media-toolkit, or contact Claudia Frere at frerec@uw.edu or 206-685-7690.

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2011-13 Biennium Close Website

The new and improved Biennium Close website at http://f2.washington.edu/fm/ps/bienniumclose  was completely updated with the necessary information needed for the 2011-13 biennium. The information spans all of our systems affected by the biennium, providing cut-off dates and instructions.

Please review the website to assist with your department’s biennium close, and if you need additional guidance, Procurement Customer Services can contacted at pcshelp@uw.edu  or 206-543-4500 and they will be able to connect you to the right source of information.

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Carryover Balance Policy for the 2011-2013 Biennium

Carryover for all unexpended balances in Local Fund Allocation and Research Cost Recovery will be permitted, as usual, by the Office of Planning & Budgeting (OPB). Carryover for all unexpended balances in General Operating funds (GOF budgets) will also be allowed. However, OPB strongly encourages units to spend down GOF funds by the end of the biennium.

If you need additional OPB guidance go to: http://f2.washington.edu/fm/ps/sites/default/files/biennium/2011-13-OPB-BienCloseGuidelines.pdf

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The Dell Leasing Program is now available! 

University of Washington has adapted a Master Lease Agreement with Dell Financial Services (DFS) to offer the UW an easy and integrated solution to lease Dell computer equipment.  University departments are encouraged to explore this option when planning for their next IT technology acquisition.

For more information, please go to http://f2.washington.edu/fm/ps/ecommerce/eprocurement/dell  or contact Brian Rockwell at 425-894-5632 for any specific details on the Dell Leasing Program.

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New Non-Catalog Ordering System

Non-Catalog Ordering is a new, user-friendly eProcurement tool for ordering items that are not available in the current eProcurement catalogs. It also provides users with a convenient means of ordering items in eProcurement. 

To learn more about this functionality you can view the Non-Catalog ordering system at http://f2.washington.edu/fm/ps/how-to-buy/non-catalog, or contact our Procurement Customer Service team at pcshelp@uw.edu  or by calling 206-543-4500.

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Returning PAS Orders for eProcurement Non-Catalog Placement

Following several months of “soft” reminders, effective August 1st 2013, requisitions submitted through the Purchasing & Accounts Payable System (PAS) will be returned for submission through the non-catalog ordering system if they meet the following criteria:

1.      The order total is less than $10,000, not including tax

2.      The items are not on the PAS Small Dollar Purchase exceptions list: http://f2.washington.edu/fm/ps/how-to-buy/purchase-order/under-direct-buy-PAS-exceptions

3.      The orders are not standing orders

For more information and guidance, please visit the Non-Catalog Ordering website at: http://f2.washington.edu/fm/ps/how-to-buy/non-catalog, or contact our Procurement Customer Service team at pcshelp@uw.edu  or by calling 206-543-4500.

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Save $$$ and time with Managed Print Services

Did you know that black & white prints on a desktop page printer cost an average of 5 cents each, whereas prints on a networked multifunctional device cost an average of 2 cents each?  Is the complex management of printers and devices not the core mission of your unit? 

Check out the University’s new Managed Print Services contract at http://f2.washington.edu/mps/  or call 206-543-3233 to find out how your department can experience significant savings in both time and money that can be freed up for more “mission-critical” activities!  

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Reminder about Non-Rip Process: Invoices over $10,000 

Don’t forget to check the Non-Rip Invoices Pending report in PDR at least on a weekly basis. Non-RIP invoices received directly from the vendor will be logged and processed in PAS, but will be pending department approval before payment can be released. These invoices will be visible in PDR on the NonRip Pending Invoices report.

Locate the “Non-Rip Pending Invoices” report by clicking on Accounts Payable (AP) Reports: http://f2.washington.edu/fm/ps/tools-for-reconciling/pdr

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Coming Soon in Fall 2013: PaymentNet4 

PaymentNet4 is a redesigned software tool that will replace the current version on October 21, 2013. PaymentNet is used to review, reconcile and manage ProCard and Central Travel Accounts at the University of Washington.

For more information, go online to: http://f2.washington.edu/fm/ps/how-to-buy/procard/pnet4-introduction  or contact UW Card Services at procard@uw.edu  or 206-543-5252.

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Establishing Department Purchasing Policies

A quick reference guide was developed recently to assist departments in establishing sound purchasing policies and procedures.

Review the guidance at http://f2.washington.edu/fm/ps/how-to-buy/responsible-procurement/dept-policies.

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