Happy Thanksgiving!  This issue of the Financial Management Newsletter includes the following items:

  • Financial Systems Strategy and Readiness
  • UW HR/Payroll Modernization Project Begins Configuring Workday
  • Uniform Grant Guidance (Omni-Circular) Effective December 26, 2014
  • Reduce Paper – Opt Out of Paper Tax Forms!
  • 1099 Tax Reporting Time Again...
  • Another Successful BDP Catering Event

NEWS FROM PROCUREMENT SERVICES:

  • New eProcurement Functionality now Available
  • Blanket Purchase Order Training
  • Purchasing from Foreign Suppliers now Possible in eProcurement!
  • Announcing Procurement Services Fall Forums 
  • Ariba (eProcurement) Roles and Authorization
  • New eLearnings Now Available to Preview eProcurement Enhancements!
  • Request Form to ‘Change or Close’ eProcurement Orders

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Financial Systems Strategy and Readiness

A new planning effort is underway to assess the feasibility of replacing the University’s financial systems after the new HR/Payroll system is completed in 2016.

This assessment is part of an overall strategy to continue to modernize the University’s core administrative systems that support critical UW business operations, and to leverage the momentum and expertise gained through the HR/Payroll Modernization initiative. For more information about this effort, go to: http://www.washington.edu/uwit/im/Finance/Finance-Modernization.html or contact Lisa Yeager at 206-794-6906 or lyeager@gmail.com.

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UW HR/Payroll Modernization Project Begins Configuring Workday

The HR/Payroll Modernization project has achieved a major milestone with the completion of the Design phase on October 31. More than 12,500 hours of work from nearly 300 colleagues across the UW went into designing the new system for the University. The phase was completed on time and under budget.

The project's Configuration and Prototype phase is now underway and runs through the middle of May 2015. Activity in this phase is focused on building out Workday to the specifications that were determined through the Design phase, loading additional employee data into Workday, and beginning campus unit readiness preparations.

For additional information, visit http://f2.washington.edu/teams/hrp. Please contact the HR/P team at hrpmod@uw.edu with questions.

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Uniform Grant Guidance (Omni-Circular) Effective December 26, 2014

The White House Office of Management and Budget (OMB) has released new Uniform Grant Guidance (a.k.a. Omni-Circular) which impacts many aspects of federal grants management, and goes into effect December 26, 2014. Included in this guidance are revised procurement rules. However, the procurement guidance for grants does not go into effect for the UW until July 1, 2016.  Until that time, the UW will utilize existing procurement rules for procurements made with federal grant funds.

If you would like more information on the overall changes which result from the new Uniform Guidance, please review the Office of Research webpage on Uniform Grant Guidance at:  http://www.washington.edu/research/topics/uniform-grant-guidance/.

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Reduce Paper – Opt Out of Paper Tax Forms!

Encourage employees to opt out of paper tax forms including W-2s.  Tax forms are available in a PDF format beginning the first payday in January – two weeks before paper forms are available.  Log into Employee Self-Service (https://washington.edu/ess) to opt out of paper and retrieve the PDF file.  Deadline for changes for the 2014 tax year is 5:00 pm, Tuesday, 1/6/15.  Questions:  email taxform@uw.edu.

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1099 Tax Reporting Time Again...

Research subject payments made by field advance, revolving fund, or gift card should be recorded by departments throughout the year. If the payments to one individual reached $600.00 or more in the 2014 calendar year, those payments should be reported to the Procurement Services Tax Desk by January 5th, 2015 for 1099 MISC reporting.

For more information visit: http://www.washington.edu/admin/finserv/bankops/rschsubjects.html or contact ten99@uw.edu

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Another Successful BDP Catering Event

The Business Diversity Program hosted its 7th Annual Catering Event this year on September 30th in the South Ballroom at the HUB. This popular event showcased 14 local, small, diverse and women owned catering companies and gave the over 250 invited UW attendees an opportunity to better understand the caterers capabilities and become educated about the wide variety of food options available to them.

For a list of the caterers who attended or if you would like more information in how to establish business relationships with other diverse businesses you can go to the BDP website at http://f2.washington.edu/bdp/home  or contact Katherine Wu at 206-616-3741.

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NEWS FROM PROCUREMENT SERVICES:  for additional information about these stories contact the Procurement Customer Service team at pshelp@uw.edu or 206-543-4500.

New eProcurement Functionality now Available

Procurement Services has some exciting news about important new functionality in eProcurement (Ariba): Two essential components in eProcurement, Blanket Purchase Orders (BPO) and Non-Catalog Ordering over the Direct Buy Limit are now available to all campus users. For information in how to proceed in using the new eProcurement purchasing options go
 to the BPO webpage: http://f2.washington.edu/fm/ps/how-to-buy/AribaBlanketPurchaseOrders and the Non-Catalog webpage: http://f2.washington.edu/fm/ps/how-to-buy/non-catalog.  It is essential for campus staff to learn the new processes by the end of December, when PAS will no longer be available for purchase orders.

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Blanket Purchase Order Training

Classroom training dates for Blanket Purchase Orders (BPO) have been posted on Procurement Services’ Training & Events page.  The class is called Creating a Blanket Purchase Order (BPO) in eProcurement. The course is an introduction to the BPO functionality of the eProcurement system.  Users will learn how to create, submit and receive for BPOs:

http://f2.washington.edu/fm/ps/training-events/classroom-training

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Purchasing from Foreign Suppliers now Possible in eProcurement!

Procurement Services has developed functionality to have foreign suppliers available in eProcurement (Ariba) for Purchase Orders (POs) and Blanket Purchase Orders (BPOs) which meet certain criteria. For more information, please visit our Foreign Suppliers webpage:

http://f2.washington.edu/fm/ps/supplier-information/foreign-suppliers

The process for foreign individuals will not change at this time. For more information on doing business with foreign individuals please see the Global Operations Support page:

 http://f2.washington.edu/fm/globalsupport/home

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Announcing Procurement Services Fall Forums 

The purchasing side of PAS is retiring at the end of this year. To assist with your final preparations for this, please plan on attending one of Procurement Services Fall Forums. The first of these forums takes place on November 18th. We will provide the latest news about new eProcurement (Ariba) buying & payment methods and those that are in the final stages of development.

Register for a forum venue near you by going to: http://f2.washington.edu/fm/ps/training-events/forums

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Ariba (eProcurement) Roles and Authorization

Ariba roles are how the eProcurement system determines what functions a user can perform in the different modules within eProcurement. These roles are set up in Astra by the Authorizer for each department. It is important to note that different modules in Ariba offer different roles.

Everything you need to know about setting up roles in Ariba can be found here: https://f2.washington.edu/fm/ps/resources/roles

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New eLearnings Now Available to Preview eProcurement Enhancements!

New enhancements in eProcurement are occurring at a rapid pace. Know how to use the new buying and paying functionalities by going to our Independent Study web page: http://f2.washington.edu/fm/ps/training-events/independent-study

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Request Form to ‘Change or Close’ eProcurement Orders

Requests to close eProcurement POs and Blanket Purchase Orders should be submitted using the online form. This form will also allow you to request limited budget and account code changes on eProcurement POs. To learn more about how to use this form, please check out the Changing or Closing eProcurement Orders webpage at: http://f2.washington.edu/fm/ps/change-close