Happy Fall! 

This issue of the Financial Management Newsletter includes items about the following:

  • Asbestos Training No Longer Required Annually for All
  • Transfer That Deficit!
  • Big Changes Coming:   UW HR/Payroll Modernization Design
  • New eLearnings Now Available in eProcurement
  • New Request Form to Change or Close eProcurement Orders
  • Receiving Blanket Purchase Orders
  • New Requirement for State-Funded Sole Source Purchases  
  • Digitizing Project in Procurement Services Completed
  • Closing PAS Blanket Purchase Orders
  • New Procurement Desktop Report:  Supplier Search

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Asbestos Training No Longer Required Annually for All

Huge KUDOS to the Environmental Health and Safety (EH&S) department, which, as part of a Lean process improvement effort supported by Finance and Facilities,  recently negotiated with Washington State Department of Labor & Industries to reduce the number of times most UW employees need to take online asbestos training. While all new employees are still required to complete the training, most UW employees will no longer be required to complete it annually.

Annual asbestos awareness training remains a requirement for maintenance staff, custodial workers, and others whose work may bring them into contact with asbestos-containing materials.

For more information, see details on the EH&S web page at http://www.ehs.washington.edu/ohsasbestos/ or contact Gary Bangs at (206) 543-0469.
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Transfer That Deficit!

Grant and Contract Accounting’s GrantTracker Deficit Transfer tool now allows transfers of deficit balances from grants and contracts to appropriate sub-budgets. Previously, the tool only allowed deficit transfers to an appropriate parent or standalone budget. The system now looks solely at the receiving budget’s type and class in order to determine if the transfer is allowable.

If you are unable to complete a transfer using the Deficit Transfer tool, please use GrantTracker’s “Ask a Question or Submit a File” button to contact GCA for assistance or call GCA at 206-616-9995.

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Big Changes Coming:   UW HR/Payroll Modernization Design

The detailed design sessions for the new HR and payroll system wrapped up at the end of August.  Several design decisions that impact employees have been approved through the HR/Payroll Modernization governance process, including moving to a biweekly pay cycle in late-December 2015 and using actual time reporting for overtime-eligible employees instead of exception time reporting.  For more information see the HR/P design webpage:

https://f2.washington.edu/teams/hrp/design/decisions

If you have questions contact Joni Kirk at jonikirk@uw.edu or 543-8598.

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New eLearnings Now Available in eProcurement

Procurement Services is happy to announce four new free eLearnings available to campus users, including Introduction to Preparing a Non-PO Invoice, Changing Preferences in Ariba, Introduction to the Procurement Desktop Reports (PDR), and Ariba Reports.

You can find these courses and the other eLearnings currently available at: http://f2.washington.edu/fm/ps/training-events/independent-study

For questions contact Procurement Customer Service at pcshelp@uw.edu  or call 206-543-4500.
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New Request Form to Change or Close eProcurement Orders

Procurement Services has created a request form to walk you through the process of changing or closing an eProcurement order. To learn more about allowable changes for eProcurement POs and how to submit a request to close eProcurement POs, please see the new webpage at:

http://f2.washington.edu/fm/ps/change-close

For additional questions, please contact Procurement Customer Service at pcshelp@uw.edu  or call 206-543-4500.
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Receiving Blanket Purchase Orders

If you have an eProcurement Blanket Purchase Order (BPO), carefully review the line item amount provided on the supplier invoice when an item is received, and enter that value in the Amount Accepted field.

There is additional information about receiving on BPO’s at: http://f2.washington.edu/fm/ps/how-to- buy/AribaBlanketPurchaseOrders#Department

Please contact Procurement Customer Service at 206-543-4500 or at pcshelp@uw.edu with questions.
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Requirement for State-Funded Sole Source Purchases 

Sole source purchases over $10,000 made with state-allotted funds require prior approval by the State of Washington Department of Enterprise Services (DES) unless they meet specific exemptions. They must also be publicly advertised for 10 days before the purchase may be made.

See the following webpage for further details:  http://f2.washington.edu/fm/ps/how-to-buy/sole-source or contact Procurement Customer Service at pcshelp@uw.edu or at 206-543-4500.
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Digitizing Project in Procurement Services Completed!!

Procurement Services completed an initiative to digitize existing “hard copy” purchase order records, which must be retained for 6 years after payment. It took 6 months to scan 30,000 purchase order files, or about 300,000 sheets of paper (150 boxes of paper to be recycled!).  No more paper files - purchase orders can now be instantly viewed electronically at: http://f2.washington.edu/fm/ps/attachment.

Please contact Procurement Customer Service for more information at pcshelp@uw.edu or 206-543-4500.
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Closing PAS Blanket Purchase Orders

With purchasing functionality of PAS going away January 2015, Procurement Services is moving PAS blanket purchase orders (BPO) over to the new process in eProcurement (Ariba). Departments can be provided with a list of open PAS orders to help identify which orders to close and which to convert to an eProcurement blanket order or some other purchasing method.

For assistance, please contact Kassy Ellefson at 206 543-5827 or at ellefson@uw.edu.
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New Procurement Desktop Report:  Supplier Search

A Procurement Desktop Report (PDR) has been developed by the Procurement Services IT and PCS teams. The Supplier Search report brings more transparency to the supplier onboarding process as well as helpful information about use of the UW supplier database.

Look for the New Reports section on the PDR webpage at http://f2.washington.edu/fm/ps/tools-for-reconciling/pdr

For questions, contact Procurement Customer Service at pcshelp@uw.edu or at 206-543-4500.
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