Happy Spring!  This issue of the Financial Management Newsletter includes information about the following:

  • 2013-15 Biennium Close Website is updated with Current Biennium Guidance
  • Research Accounting and Analysis (RAA), Procurement Services, Financial Accounting and AVP/Controller and Enterprise Risk Management (ERM) Are Relocating
  • Review eProcurement Invoices Requiring Receiving Action
  • Business Diversity Program Successful Supplier Fair
  • University of Washington wins 2014 Public Agency of the Year Award
  • Departments Need a Receipt Approver Role Set Up in ASTRA
  • PaymentNet Enhancements
  • Supplier Scam Alert
  • Seattle Sales Tax Rate Increased
  • Exception Items Available in eProcurement (Ariba)
  • Improved Guidance on Charters/Transportation Webpage
  • eProcurement Launches Apple Computer Punch-out Catalog!
  • Expiring copier leases or printers that need replacing? Call MPS!!

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2013-15 Biennium Close Website is updated with Current Biennium Guidance

Information and recommended cut-off dates for the 2013-15 Biennium are now online. Go to the Biennium Close website at: http://f2.washington.edu/fm/ps/reports-reconciliation/bienniumclose/ and for additional guidance go to the MyFinancial Desktop webpage at: http://f2.washington.edu/fm/myfd/biennium-close. Need more assistance? Please contact pcshelp@uw.edu.

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Research Accounting and Analysis (RAA), Procurement Services, Financial Accounting and AVP/Controller, Enterprise Risk Management (ERM) and DataGroup Are Relocating

On Monday, May 11th, Grant and Contract Accounting (GCA), Equipment Inventory Office (EIO), Management Accounting and Analysis (MAA), along with Procurement Services, Financial Accounting (including Reporting and Banking & Accounting Operations), are relocating to the 3rd floor of Roosevelt Commons West (4300 Roosevelt Way NE).  We will be moving on Friday, May 8th and the morning of Monday, May 11th.  To ensure uninterrupted service, you may contact the following

  • Grant and Contract Accounting (GCA):             206-616-9995         gcahelp@uw.edu
  • Equipment Inventory Office (EIO):                    206-543-4663         eio@uw.edu
  • Management Accounting and Analysis (MAA):  206-543-8262         efecs@uw.edu
  • Financial Reporting                                           206-221-7845         accountg@uw.edu
  • Banking and Accounting                                   206-543-9221         bankrec@uw.edu
  • Procurement Services Customer Service:         206-543-4500         pcshelp@uw.edu
  • DataGroup                                                        206-685-3964         datagrp@uw.edu

The new box number for these units is 354966. Roosevelt Commons West is a controlled access building, similar to UW Tower.  You will need your ID when you visit our new location.

The AVP/Controller and ERM will be moving to Roosevelt Commons East (4311 11th Ave. NE, Suite 440, Box 354999) in late June/early July, and can be contacted at 206-616-8375.

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Review eProcurement Invoices Requiring Receiving Action

Biennium Close is fast approaching, so it’s imperative that purchases are paid in a timely way in order for them to be posted to the current biennium.  Please review invoices that are in pending receiving status and take the appropriate action in order to ensure the invoices are paid. Invoices will not release for payment until this step is completed.

If you need assistance with the receiving function please refer to the eProcurement receiving webpage at: http://f2.washington.edu/fm/ps/how-to-buy/receiving or contact Procurement Customer Service at 543-4500 or pcshelp@uw.edu.

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Business Diversity Program Successful Supplier Fair

The 9th Annual Supplier Fair presented by Procurement Services and the Business Diversity Program (BDP) set an all-time record of 350 UW attendees who viewed booths presented by 70 contract suppliers in the HUB Ballroom.  The suppliers offered new products and services and information about what makes them a unique business opportunity to the University. 

To view the list of available contracted diverse and local small business suppliers see the Diverse Supplier Search page on the BDP website:  http://pm.uw.edu/bdp/supplier-search.

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University of Washington wins 2014 Public Agency of the Year Award

On Friday, March 13, 2015, based on the diligent work of the Business Diversity Program and its partners, Procurement Services, the Capital Projects Office and Foster’s School of Business CBDC, the UW won the 2014 Public Agency of the Year award from the Northwest Mountain Minority Supplier Development Council.

This is the third time that the UW has won this award.

You can read more about this honor here:  https://pm.uw.edu/bdp/news/uw-business-diversity-program-wins-2014-public-agency-year-award.

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Departments Need a Receipt Approver Role Set Up in ASTRA

Receiving is mandatory for all eProcurement Blanket Purchase Orders (BPO). A BPO can be received by the Preparer, the Requester or by the Central Receiver, optionally defined for the organization with an ASTRA role.

For more information go to the receiving webpage at: http://f2.washington.edu/fm/ps/how-to-buy/receiving or the Receiving How to Guide at: https://f2.washington.edu/fm/ps/AribaBlanketPurchaseOrders/bporeceivingdepartments

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PaymentNet Enhancements

New PaymentNet enhancements from JPMorgan Chase went into effect on March 23, 2015, including Separate Views for Users with Multiple Roles. These roles are now separated and users will only be able to access one role at a time within PaymentNet. In addition, there are some changes to the look and feel of the website.

For more information, please see the ProCard webpage (http://f2.washington.edu/fm/ps/how-to-buy/procard) or email procard@uw.edu or call 206-543-5252.

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Supplier Scam Alert

The University of Washington has been experiencing numerous fraudulent emails to suppliers posing as UW employees in an attempt to purchase items on behalf of the UW. The perpetrators of this scheme are requesting quotes not using typical UW processes to do so and are not using a valid University email address.  These are primarily suppliers with whom the UW doesn’t regularly do business. 

For more information & guidance, please go to the Procurement Services Scam & Fraud Updates webpage. If you have any questions or would like to report an incidence of purchasing fraud, please email David Wright at djwright@uw.edu.

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Seattle Sales Tax Rate Increased

Effective April 1, 2015, the sales tax rate for Seattle will increased from 9.5% to 9.6%. 

For more information call Procurement Customer Service at 543-4500 or email pcshelp@uw.edu.

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Exception Items Available in eProcurement (Ariba)

Campus customers now have the ability to order items from the Exception Items List (http://f2.washington.edu/fm/ps/how-to-buy/exception-items) in eProcurement (Ariba). Please be aware of the list of exception items and the requirements for purchasing each.  Examples of these items include automated external defibrillators, fume hoods, lab refrigerators and freezers.

If you are looking for an exception item no longer found on the Exception webpage, go to the Procurement Guide for assistance: http://f2.washington.edu/fm/ps/procurement-guide. For any additional help contact Procurement Customer Service at pcshelp@uw.edu.

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Improved Guidance on Charters/Transportation Webpage

For those departments at the UW that need to utilize shuttle and/or charter services for air, land, or sea transportation, go to the recently improved Procurement Services Charters/Transportation webpage for guidance: http://f2.washington.edu/fm/ps/how-to-buy/%2523Needtoknow/transportation.

Please contact purevent@uw.edu  if you have any questions about charters.

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eProcurement Launches Apple Computer Punch-out Catalog!

Procurement Services is excited to announce the newly launched Apple punch-out catalog. This is Apple’s full product line with institutional pricing for the University of Washington. The catalog offers the opportunity to insert quotes for products, and users can order by part number.

To review Apple’s catalog, please go to eProcurement at: https://f2.washington.edu/fm/ps/buying-portal.

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Expiring copier leases or printers that need replacing? Call MPS!!

The Managed Print Services (MPS) contract with Ricoh offers a better solution! Please contact the MPS team at uwmps@uw.edu.  We have a superior solution that doesn’t involve the purchase or lease of equipment, and can save your department time and money. 

You can learn more on the MPS webpage at http://f2.washington.edu/MPS

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