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PROCUREMENT SERVICES WINTER FORUM

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Today’s Agenda:

Tax Office Updates Tax Office Training 3% or 1099 reporting updates

Record Retention Best Practices Guest Speaker: Barbara Benson

eProcurement New suppliers and what we’re

working on

Corporate Travel Card Updates Travel Card Training Restrictions

Lean Projects Purchasing Copiers Supplier Registration Accounts Payable Shared Services BDP Small Business Plan

Other Updates: Small Business in eProcurement Changes to the Check Mailing

process Procurement Desktop Reports Biennium Close Benchmarking Security Update: SSNs on

invoices

Paper Conservation Program

Supplier Spotlight: Office Depot

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Tax News for 2012

3% Withholding

Governmental agencies must withhold 3% tax

Applies to payments over $10,000

Applies to payments for property or services

Bill to repeal has been introduced

Expanded 1099 Reporting

1099 reporting will be required for all payments over $600

Will include payments to corporations (currently exempted from reporting)

Will include payments for goods, as well as services (currently only services)

Bill to repeal passed Senate

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Tax OfficeTax Office Starts 2011 Tax Training Series

- WA Sales & Use Tax Overview –

For more information and a link to the sign up page please see the Tax Training page.

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ProCard Reconciliation & Record Retention Myths & Misconceptions

Question Answer If we don’t have transactions in

a particular month, do we print out the ProCard transaction detail report?

Can we scan our paper invoices and then shred the paper?

Electronic receipt/invoices from merchants – Do we have to print the invoice or can we just save the electronic invoice on our computer/system?

No, printing a blank report is not required. However, users are advised to check with their department internal procedures.

No. You are welcome to scan your invoices, but right now you must still keep the original paper.

ProCard advises you to print invoices and attach them to the report for reconciliation. However, from a records management perspective if they are both electronic and you can tie them together—and there is no paper--you don’t have to print.

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ProCard and Records Management

All records (both paper and electronic) have a specific amount of time they need to be kept before they can be destroyed. For state budgets, this records retention period can be found at: http://f2.washington.edu/fm/recmgt/retentionschedules/gs/general/uwgs6

For grant/contract budgets it can be found at: http://f2.washington.edu/fm/recmgt/retentionschedules/gs/general/uwgs7

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Paper v. Electronic Records If you receive an invoice or receipt in paper, it has to

stay in paper to meet records retention requirements.

It can be scanned, but the paper is still considered your official copy.

If you receive an invoice or receipt electronically, you can keep it electronically and do not need to print.

If you have a mixture of paper and electronic records, right now it is best to keep everything in paper to satisfy audit requirements.

For your own reference use, you are welcome to scan the paper and refer to the electronic file.

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NEW EPROCUREMENT SUPPLIERS

eBioscience Inc. a manufacturer of antibodies, reagents and cytokines for the biotechnology, pharmaceutical and medical research community is now available in eProcurement.

Agilent Technologies, Inc., a leading manufacturer and supplier of scientific test equipment, bio-analytical and electronic measurements tools, supplies and consumables, including Strategene products, is now available in eProcurement.

Millipore is a Life Science leader providing cutting-edge technologies, tools, and services for bio science research and bio pharmaceutical manufacturing.

Office Depot Green Cart feature will help your office become “greener” by recommending an alternate item with “greener” attributes when one is available.

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eProcurement

BioRad

Santa Cruz

EnPointe

What are we working on???

Santa Cruz

BioRad

EnPointe• Computer Hardware• Distributor for Lenovo

• Life Science

• Life Science

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Travel Card

Travel Card TrainingRESTRICT NON-TRAVEL RELATED MERCHANTS ON THE INDIVIDUAL

TRAVEL CARD.

Examples: Barber and Beauty ShopsDating and Escort ServicesMassage ParlorsHealth and Beauty SpasPersonal ServicesJewelry StoresGambling establishments

Travel Matrix

http://f2.washington.edu/fm/ps/sites/default/files/cts/forms/Travel%20Matrix.pdf

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LEAN Project Updates

•DELEGATION OF AUTHORITY

•SOLICITATION STRATIFICATION

•PAY VS. BUY

•CONTRACT ACCESSIBILITY

•TOOLS AND TEMPLATES

Goals

•REDUCE TRANSACTIONS BY 80%

•REDUCE PROCESS STEPS BY 50%

•INCREASE CUSTOMER SATISFACTION

•INCREASE CONTRACT UTILIZATION TO

100%

» PROCUREMENT EXPRESS:

Kaiz

en

s

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LEAN Project Updates : Copiers

Clean up existing orders/invoices issues Select suppliers for assessment/pilot

project Select Departments for pilot

Goals

•REDUCE EQUIPMENT BY 25%

•REDUCE PAPER USE BY 30%

•REDUCE COST TO UW BY 25%

•REDUCE INVOICE DISCREPANCIES BY 75%

•REDUCE ENERGY USE OF COPIERS AND

PRINTERS BY 50%

Kaiz

en

s

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LEAN Project Updates

» SUPPLIER REGISTRATION PORTAL Wave 1: target completion May 31 2011 Will allow suppliers to submit their information via one method

(online) Benefits:

cutting out redundancy and variation in the delivery process, ensuring strict version control, and finally, eliminating majority of manual data input in the process. This first wave will allow us to cut down 55 steps in the present day

process and dramatically reduce the turnaround timeline for the supplier registration process.

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LEAN Project Updates» AP PRODUCTION LINE KAIZEN:

FOCUSED ON STREAMLINING AP PROCESSES FOR INVOICES PROCESSED ON PAS PO’S

AP will be transitioning into the old Travel space in February to pilot the “Production Line” kaizen

Looking at streaming how copies of invoices are sent to campus Looking at increasing the threshold for NonRIP invoices

» AP STAR TEAM KAIZEN: FOCUSING ON PREVENTING & RESOLVING

INVOICE DISCREPANCIES Working on Single Point of Contact (SPOC) for AP and Purchasing to

review and resolve most discrepancies

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LEAN Project Updates» SHARED SERVICES

WHAT IS IT: Joint project with College of Arts and Sciences to create a Shared Services Center to consolidate transactional activities

LATEST UPDATE: Project manager is on board Fiscal Specialist 2 positions will be posted Office space established

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LEAN Project: Small Business Subcontracting Plans

These plans are required for all

federal contracts over $650,000

Requires goals for spending a portion of contract funds with small businesses

owned and controlled by socially and economically

disadvantaged individuals

The goal is to create a more efficient and

transparent process for creating and

reporting on the small business

subcontracting plans

Any department that has large

federal contracts is encouraged to

provide input

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Small Businesses in eProcurement

•A. Daigger

•Excel Gloves & Safety Supplies*

•ISC Bioexpress

Lab Equipment &

Supplies

•Bioline

•eBioscience

•Fermentas

Reagents

•Complete Office

•Keeney’s Office Plus*

Office Supplies

•Arnold Dental Supply

•Troxell Communications

Other

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Diverse Supplier Search

http://f2.washington.edu/bdp/

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Checks ~ Effective February 15th ~

Distribution of paper checks for suppliers & travel

reimbursements will begin its transition to Creative

Communications. This change will be seamless to campus.

~ Phase 2 ~

Phase 2 will transfer the process of sorting, separating, and handling all vendor checks and travel reimbursements to Mailing Services.

  Impact to campus: There will be a location change for payment-check

pick-up. No special requests will be allowed after a check

has been issued

The implementation timeline is dependent on programming requirements.  As we get closer to a date for implementation, we will notify you of the date.

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Procurement Desktop Reports

Prioritize& flesh outsome report specifications

March 2011Beta Testing

April 2011Target delivery for reports to campus users

Starting Point:

35 reports

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Biennium CloseBiennium Close Cut-Off Dates are

currently under review March 31st = recommended deadline for Large Ticket Purchase

Orders

How will we communicate the deadlines with you?

- Procurement Services “What’s New” on the Web (link) Procurement Services eNews (link) Monthly Biennium Close eNewsletters (in development) PAS Flashes FM Newsletters (link) MyFinancial.desktop email news (link)

Are you new to Biennium Close?- Check out the online Biennium Close Awareness Training on

the Procurement Services Website (in development)

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UW Benchmarking Cost Study is Underway

System-wide Benchmarking Cost Study Project

Increase process standardization & automation Prioritize improvement initiatives by focusing on:

11 procurement process groups 4 finance processes

Requires collection of data on: Staffing levels Workloads Transaction volumes Quality indicators Cost drivers

Planning started in November 2010 Project completion in late Spring 2011

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Security Initiative: SSN Update from AP

Since December we've been actively working on masking SSN's on "online" invoices and related paperwork.

This is a very manual process and we may not always catch that information before sending to scanning.

We're working on adding language to our website advising suppliers not to include their SSN's on their invoices and requesting departments to help us mask sensitive information on invoices before sending to AP.

Our 1099 database is locked on the i-drive with restricted access to only a few individuals in AP and in IOM.

The Issue: Personal SSNs are often listed on invoicesHere is what AP is doing to mitigate that risk:

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Substitute House Bill 2287Three components:

Develop and implement a plan to increase recycling of all paper products and achieve 100%

recycling of all copy and print paper by July 1, 2010

Develop and implement a paper conservation program with the objective of reducing

consumption of white cut-sheet paper by 30% by July 1, 2010

Transition to 100% post-consumer recycled paper for

copiers and printers by December 31, 2009

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UW Paper Conservation Committee

Paper Conservation Committee was formed in January 2010 and is sponsored by UW Finance and Facilities, and the UW Environmental Stewardship and Sustainability office

Committee members include representation from the following:

UWMC Materials Management & HMC Purchasing

UW Procurement Services UW Recycling & Solid Waste UW Creative Communications UW & UW Medicine IT Services UW Bothell - Facility Services & Physical Plant UW Tacoma - Finance & Administration UW Faculty UW Educational Outreach

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UW Paper Conservation Program

Website:

http://f2.washington.edu/oess/paper-conserve

Profiles In GreenCheck out best practices on paper reduction from members of the UW community.

Beverly Anderson, School of Forest Resources

Kevin Steenis, UWIT

Howard Chizeck, Professor, Department of Electrical Engineering

UW Professional & Continuing Education UWEO

Contact UsIf you have ideas or best practices, contact us at savepaper@uw.edu

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Questions or comments?

Environmental Stewardship and Sustainability Office

http://green.washington.eduEmail: oess@uw.eduPhone: (206) 221-0391

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Supplier Spotlight: