Grand Valley State University
Summer 2022 Procurement Services Newsletter
Procurement Services Website Contact Procurement Services Training and resources Supplier Diversity
In this issue: surplus store updates, supplier diversity at GVSU, amazon business, approved technology supply vendors, general purchasing reminders, driver approval, usage, vehicle rental procedures

Available Now: Bulk Purchasing on Amazon Business

Amazon Business recently launched Custom Quote Engine (CQE), a new tool available to help you save time on negotiations and receive customized quotes on bulk purchases of certain products. CQE enables you to tailor your request for quote based on your unique business needs to bulk suppliers on the marketplace. Visit www.amazon.com/customquotes to see products that are available for CQE.
More information including a comprehensive user guide is available on our website!

Fiscal Year End

Fiscal Year End is almost here and we wanted to provide you with a guide on how to manage your department's purchasing activity, make sure your encumbrances are in order and plan ahead for important deadlines.

Step 1: Run an Encumbrance Query

This is a search in Self-Service Banner that will show you any open purchase orders you have outstanding. You can use this list to find any purchase orders that have money left on them even if you are not expecting any more invoices. 
If you are absolutely certain a vendor listed has been paid in full for items purchased on the PO in question (i.e. an invoice received from the vendor which did not reference the PO number, where GVSU paid it as a direct pay invoice), you can request that the PO be closed. This will release the remaining funds back into your budget.
Learn More

Step 2: Plan Ahead for Deadlines

June 15, 2022 Last Day to Submit Tech Supply Orders

All technology supply orders for fiscal year 2021-2022 must be submitted to techsupply@gvsu.edu no later than 12:00 p.m./noon on Wednesday, June 15, 2022.

Anything ordered before Wednesday, June 15th at noon will be billed to the current 2021-2022 fiscal year. Orders for fiscal year 2022-2023 will be accepted on July 5th, 2022. 

Please visit the IT Technology Supply Office website for guidelines and policies.

June 22, 2022 Last Day to Submit Requisitions for FY 2021-2022

The requisition creation form in Banner Admin (FPAREQN) will be closed on Wednesday, June 22 at 5:00 p.m. and will reopen on Friday, July 1, 2022. All requisitions for fiscal year 2021-2022 must be submitted by June 22. Only new year requisitions should be submitted on or after July 1.

Reminders:
- All purchases totaling $5,000 or more require a requisition
- Any payment to an individual (honorarium or invoice) regardless of amount, requires a requisition

June 24, 2022 Last Day to Approve Requisitions for FY 2021-2022

All requisitions must be approved in Self-Service Banner and all supporting documentation must be received by the Procurement Services Office by June 24, 2022 at 5:00 p.m. in order to be processed in the 2021-2022 fiscal year. If requisitions are not approved or backup documentation is not received, the requisitions will be processed in the 2022-2023 Fiscal Year after July 1, 2022.

July 1, 2022 Requisitions Reopen for FY 2022-2023

The requisition creation form in Banner Admin (FPAREQN) will reopen at 8:00 a.m. on Friday, July 1, 2022. All requisitions submitted on or after this date will be processed in the 2022-2023 fiscal year against your new year budget. 
View More Deadlines

Step 3: Familiarize Yourself with Business & Finance Important Dates

The Business & Finance office has additional dates for journal entries, transfer requests, e-Print availability and more. Check the website for more details.

Travel & Expense Questions

If you have questions about travel & expense or anything Concur related, please email travel@gvsu.edu. We have set up this inbox to be monitored by multiple people in the Business & Finance office and want to ensure that your questions and concerns are being addressed in a timely manner in the event that someone is out of the office.
As always, we have an extensive online training page that has short videos and user guides for various topics within Concur so please consider using those resources whenever possible. You can also view a list of Frequently Asked Questions on our website to see if your question has been asked before. 
We are more than happy to help if you still have questions or concerns, so please feel free to send an email to travel@gvsu.edu.

Supplier Diversity: Success Story

Business growth often comes by sharing business successes.

Grand Valley State University is interested in the growth of our business partners and is excited to share success stories, highlighting how our mutual goals are achieved by working together. Our business partners have a strong desire to meet our institutional needs and to bring innovation to our campus by collaborating with divisions and departments who steward University resources. This partnership is a result of relationship building and doing business and our desire is to share these stories to model lead practices and to share potential opportunities within our campus community.
Read More

Office Depot is Now ODP Business Solutions

The business division of Office Depot is now ODP Business Solutions! You will experience the same great prices, wide selection and convenient shipping you have known from Office Depot, just with a new name and website design. Please make sure to bookmark odpbusiness.com
Your existing Office Depot login will still be valid on the new ODP Business Solutions website as long as your password meets the minimum requirements. If you don't remember your password or previously had it saved in your browser or password safe, you may need to use the "Forgot Password" link on the login page to reset it. 

New Form for Amazon Business and Office Depot Account Requests

If you need to request a new Amazon Business and/or Office Depot account, please fill out our new form. We have streamlined the process and have more people trained on the setup process to be able to serve you more efficiently. Please note, the Finance Access Request Form is no longer required for Office Depot accounts. 

Backup Documentation Reminder

We wanted to remind departments that backup documentation is required for all requisitions that are submitted in Banner Admin. Please make sure that when you create a requisition, you immediately send the backup documentation via email to purchasing@gvsu.edu and reference your requisition number. This will help us process your requisition more efficiently and in a timely manner. We are not able to process your requisition until the required backup documentation is received. 
We have many resources available to help you figure out what is required:
Backup Documentation & Requisition Checklist - this document details the different types of documents that may be required depending on the nature of your purchase. It also outlines what you need to include on your requisition an things to be aware of regarding account codes and payment information.
How to Pay a Person - this document details the different requirements for paying a person.
How to Pay an Honorarium - this document details the process to pay a guest speaker.
How to Pay a Person for Contracted Services - this document details the process to pay a person for services other than guest speaking. 
More resources are available on our Resources page. If you have any questions, please don't hesitate to reach out to us. 

PCard Program Reminders

Reconciliation Deadline

Please make sure that your expense reports for your pcard charges are completed and approved in Concur by the last day of each month. You may have to remind your approver to go into their account and approve your report. It is very important that your reports are completed and approved on time each month!

Individual PCards

If your pcard is in your name (not a program or department's name), that card cannot be shared with anyone else. Sharing an individual pcard violates the Purchasing Card Policy and opens you up to significant liability. If your department has the need to share a pcard, it is recommended that you get a pcard issued in the name of your department or program. Please visit our website to fill out an application

Using Your PCard for Fuel

Your pcard should only be used for fuel when you are filling up a University owned vehicle or a rental vehicle being used for business related travel. If you are using your personal car for business related travel, you should put the fuel charges on a personal credit card and submit that charge as a car mileage expense on your expense report in Concur.

Video Trainings Available Now

Our new training website has videos available to help you manage your pcard:
Purchasing Card Training for Cardholders covers everything a cardholder needs to know to be a successful part of the pcard program. This training is required for every new cardholder and contains a short quiz at the end.
Concur Demonstration for Cardholders covers how you use Concur to reconcile your pcard transactions. This is an optional training but is highly recommended so that you can become familiar with the system.
Concur Reconciliation Time Management covers how to stay on top of reconciling your pcard when it feels like you have no time.
We are working on more trainings as well, so make sure to keep checking back!
PCard Training Website
Contact Procurement Services
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