Summer 2019 Newsletter

BRIAN SMITH NAMED ASSOCIATE VICE PRESIDENT FOR FINANCE

 
Brian T. Smith has been named associate vice president for finance for the University of Michigan. His appointment was effective July 15. Smith succeeds Nancy Hobbs, who retired from the university last November. Read more 

CONCUR & TRAVEL NEWS

 
CLEAR is coming to campus!

Representatives from CLEAR will be at the Michigan League in the Kalamazoo Room from  September 17 through 19 to register faculty, staff, and students. As reservation slots fill, additional dates will be added. For instructions on how to register for this event, visit the Procurement Services website.

As a benefit of the university’s partnership with Delta, all U-M employees are eligible to purchase CLEAR at a discounted price of $79 (charged annually). In addition to the employee discounted price, CLEAR is now available to students at the discounted price of $50 (charged annually).   

Learn more about CLEAR, including how to enroll today for the discounted rate, in the Additional Information section of the Delta contract page on the Procurement Services website.  

Already have TSA PreCheck?  When used together, CLEAR and TSA PreCheck are the fastest way through security. Think of CLEAR as your expedited ID check and TSA PreCheck as your expedited physical screening. CLEAR will get you through security quickly and stress-free every time.

Please note that while this is an available benefit to you through the university’s partnership with Delta, it is not a university business expense. The purchase of CLEAR cannot be paid with a PCard or reimbursed as a university business expense.

 

U-M Travel & Expense Refresher Training
As noted in the Spring 2019 newsletter, Procurement Services will be holding the next round of Travel & Expense (T&E) Refresher Training sessions in September. Presentation content includes benefits of using the university’s corporate partnerships, travel and expense system tips, PCard information, and details of real cases identified during the T&E audit process.  

The upcoming training sessions will take place at the following locations:

  • Palmer Commons - Forum Hall, September 11 from 11 a.m. to 12 p.m.
  • Dearborn Campus - FCS Dining Room D, September 12 from 10 to 11 a.m.
  • Pierpont Commons - Boulevard Room, September 12 from 3 to 4 p.m.
  • Ford School of Public Policy - Room 1110, September 13 from 11:30 a.m. to 12:30 p.m.
  • NCRC - Research Auditorium, September 16 from 9 to 10 a.m.
  • LSA - Room 2001, September 16 from 1:30 to 2:30 p.m.

Reserve your spot today on this Google sheet!  

PLEASE NOTE: you must use your “@umich.edu” Google email address to access the registration sheet.

 

Out of pocket reimbursement - appropriate payment methods

Within university policy, business expenses paid with personal funds are reimbursable through the university travel and expense system. The out of pocket expenses must be paid with personal funds--not paid using reward programs, gift cards, prepaid accounts, or any other non-traditional business transaction.

A new rewards program, Uber Cash, has recently been submitted as a business expense to pay for ground transportation. This form of payment is not an allowable method of payment, therefore it will not be reimbursed.

More information on Travel & Expense policies.

 

Did you know?
When flying is not an option for university business travel, it is often less expensive to rent a car instead of claiming mileage on your personal vehicle. Some cost comparison examples are displayed in the table.

Take a look at the rates available through U-M's contract with National Car Rental or Enterprise Rent-A-Car for some great deals!


IT TEMPORARY STAFFING NOW AVAILABLE IN QUOTE TO ORDER

 
In late June, Procurement Services launched another commodity—IT temporary staffing—in the Quote to Order (QTO) system. Customers who are in need of IT temp staffing are now able to utilize the QTO system to obtain quotes from the three strategic suppliers currently offering this commodity. The system provides efficient navigation--from obtaining quotes that will include candidates’ resumes to the final selection of temporary staff. 

Users and suppliers have both expressed positive feedback regarding the new functionality in QTO, which has significantly reduced the need for forms and email exchanges, as well as streamlined time reporting. “Our consultants say the time card submission is easy to use. QTO has been great thus far!" said Madison List, client manager at Otterbase, Inc, one of the three suppliers offering temporary staffing services to U-M.

The system has already processed over 5,000 hours of timecard reporting and generated nearly $3 million in purchase orders during the first 7 weeks of its launch. 

In addition to offering job aids, Procurement Services is available to conduct on-site training upon request. Please contact qto.support@umich.edu for training requests or if you have any questions related to QTO.

Procurement Services would like to thank the focus team, customers, and suppliers for their participation and input. Their valuable feedback ensured the inclusion of critical components, such as adding an “off or on-site” checkbox and allowing suppliers to submit resumes more than once before the due date, and contributed to an overall user-friendly experience.

More information on QTO.


SUPPLIER SPOTLIGHT: NEW EVENT SERVICES CONTRACTS

 
Floral
University Flower Shop (UFS) is the latest floral supplier to join the university’s current strategic suppliers, Norton’s Flowers & Gifts and Tom Thompson Flowers.
 

UFS handles small orders, such as a single retirement bouquet or decorative podium pieces, as well as large scale orders, such as arrangements and centerpieces for an athletic banquet or fundraising event. UFS not only works with the customer in regards to the proper floral arrangement, but also works to ensure that the event confirmation addresses the customer’s needs by way of price, delivery, setup, and cleanup.

As a result of the bid process, the university receives an additional discount. Campus delivery is included for most orders, and setup service is available for large scale events that require extra attention and extra hands for proper floral placement. 

University Flower Shop is centrally located at 7 Nickels Arcade on Central Campus. It has been under new ownership for nearly five years.

Event/Equipment Rental

A1 Rental and Fabulous Events have been added to the event/equipment rental strategic program. 

A-1 Rental is a local family-owned rental business specializing in event and equipment rentals.

As a complement to existing strategic suppliers, A-1’s inventory includes a variety of tents, tables, chairs, linens, dishes, flatware, and glassware that can meet the needs and expectations for most event planners. Additional equipment, such as inflatable bounce houses, popcorn makers, slushie machines, sno-cone makers, cotton candy makers, and portable deep fryers are also available for rent. Portable generators, light towers, heavy-duty extension cords, ladders, and other small equipment round out A-1’s portfolio.

A1 Rental has been serving the community since 1957 and has been operating under new ownership since 2014.

Fabulous Events provides top-of-the-line linen and event rentals. Not only does it provide table linens, chair covers, and napkins, Fabulous Events can also furnish glass charger plates, chiavari chairs, LED lighting, and pipe and drape rentals for all types of events. 

Fabulous Events opened in June 2005 and its primary warehouse is located in Waterford, MI. Products are also shipped from its Illinois and New Jersey warehouses and Fabulous Events ships to all 50 states.

The university negotiated additional discounts from both rental companies with these contracts. For more information, click on the supplier name to be directed to the contract page located on the Procurement Services website. 


EMPLOYEE SPOTLIGHT: ANDREA STEVENS

 
Meet Andrea Stevens, manager of the business enablement team, who began working in Procurement Services in June. Prior to joining Procurement Services, Andrea spent 20 years with Information and Technology Services (ITS) in various roles. She first started on the M-Pathways project supporting financials and then moved to other roles associated with service management improvements, which focused on aligning internal technologies, support processes, and team procedures. 

Andrea’s current role involves leading a team of eight that is responsible for supporting Finance and Procurement Services software applications, including Concur, M-Marketsite, and Total Contract Manager (TCM) to name a few. For the past couple months, she has been deep in “student mode”-- getting to know all the business processes and the technologies used to support them.  

“I really enjoy getting to know people, how their teams work and helping them navigate an improvement path,” said Andrea. “Only at the University of Michigan would I have been able to have such a variety of experiences and the opportunity to work with such a diverse group of people. I learn something new every day.”

Andrea has three grown children and lives in Saline with her husband, dogs, chickens, turkeys, and thousands of honeybees (yes, she does have raw honey available!). While spending eight years as a stay-at-home mom, she was able to complete her associate's degree in Desktop Support and a Bachelor’s of Business Administration in information systems. In 2016, she received her master’s degree in organizational leadership from Concordia University.  

When not at work you can find Andrea out in her bee yard, tending to her garden, or giving her grandkids a ride on the tractor. She also helps teach at the Ann Arbor Backyard Beekeepers bee school.  

Andrea can be reached at ajsteven@umich.edu or (734) 615-1809.


VEHICLE AUCTION TAKING PLACE SATURDAY, AUGUST 24 

 

Property Disposition will be holding a live vehicle auction (including buses too!) Saturday, August 24, at the Washtenaw Farm Council Grounds at 10 a.m. See the auctioneer’s website for more information, including photos of the vehicles up for auction. 

The last auction, which took place in May, resulted in 82 vehicles, lawn and grounds equipment, a forklift, floor buffers, and other various equipment, being sold for more than $800,000.


FALL STRATEGIC SUPPLIER SHOW - SAVE THE DATE

The annual Fall Strategic Supplier Show will be held Tuesday, September 17, 2019, from 10 a.m. to 12:30 p.m. at Palmer Commons. The show is open to all employees and students. 

See flyer for more information.


REMINDER: SMALL BUSINESS SUBCONTRACTING PLAN REQUESTS


Per federal regulations, a small business subcontracting plan is required for federal contracts and subcontracts that exceed $700,000 over the course of the contract. Procurement Services frequently receives requests to create small business plans from both Research Administrators (RA) and Principal Investigators (PI). As a reminder, to expedite the request, please be sure to send the request to research_liaision@umich.edu and include the following information:

  • Final budget
  • Detailed budget justification
  • Option years (if applicable)
  • Solicitation and solicitation number
  • List of potential suppliers to be used for purchasing supplies and materials
  • PI and RA names and uniqnames
  • Due date

Although turnaround time is typically much quicker, please allow up to 10 business days for the plan to be completed. More information on small business subcontracting plans.


THE POSITIVE CORE OF PROCUREMENT SERVICES

While focusing on Business and Finance’s strategic plan for creating a positive organization, Procurement Services recently participated in an event titled “We Will Rock You” during a department meeting. All staff joined in on a motivational “stomp, stomp, clap” session and once the positive energy was flowing they were asked to describe the organization in a positive manner on a Post-it Note using one or two words. The positive board was then created, along with a word cloud, identifying the positive core of Procurement Services.                


DID YOU KNOW - PROPERTY CONTROL TEAM

 
Did you know if you have questions about capital equipment the Property Control team can answer them? The team is responsible for tracking and tagging all capital equipment valued at $5,000 or more and that has a useful life of one year or more. They also maintain the university's Asset Management system in M-Pathways, which contains information about equipment the university owns, including its value and location.  The team can be reached at property.control@umich.edu or (734) 764-6251. 
 
 
If you'd like to receive a monthly "Did You Know" email from Property Control similar to the one pictured, you can join the Property Information group in MCommunity.