Summer 2020 Newsletter

Looking for COVID-19-Related Supplies?

Procurement Services has a page on its website to help departments navigate COVID-19-related procurement topics. You can access the page from anywhere on the website by clicking on the “Click here for COVID-19 supplies” banner at the top of the page. The page allows users to filter supplies by categories, such as face masks, gloves, sanitizers, and signage, and provides a list of available products, along with the supplier and the buying method for the products.  


Concur & Travel News

Travel suspension has been extended

The travel suspension, previously scheduled to end June 30, has been extended until further notice. Following President Schlissel’s communication on April 20, all university international and domestic travel is suspended, with rare exceptions for essential travel approved by a higher administrative authority.

Visit the Maize & Blueprint and Global Michigan websites for updates on travel restrictions.

Expenditures for travel reconciled in Concur should include a statement documenting the essential nature of the travel.

Best practices for PCard use while working remotely

In today’s rapidly changing environment, protecting your PCard is more important than ever to help lower the risk of fraud to the university and cardholders.

Tips for using your university PCard while working remotely:

  • Know the policies and guidelines
  • Practice security measures to protect your PCard, such as:
    • Safeguarding the physical card
    • Not sharing your PCard number with others (including over the phone)
    • Not saving your card information for future payments
    • Using only trusted vendors 
  • Keep track of your receipts and submit your expenses in a timely manner 

If you have any policy questions, general PCard questions, or need help, please reach out to the Travel and Expense team at travelexpense@umich.edu. You can also visit the PCard webpage for a variety of helpful resources.

New stored value card program 

Procurement Services administers the university’s Stored Value Card (SVC) program, which provides per diem funds to students in a debit card format as a safer alternative to cash when they are traveling. On August 1, the university switched the SVC program to a new vendor, FIS Global. The previous vendor, WorldPay, was acquired by FIS Global. The new program with FIS offers increased security by having students’ names embossed on the cards and offers a mobile app that they can use to see their transactions, balance, and other information.

Cards issued under the old program will still retain their balances, however, Procurement Services will be unable to service these cards and new funds cannot be added. Any departments using the SVC program in the coming academic year will need to issue new cards to their students.

More information on the SVC program

Account code change for non-travel conferences

Effective June 25, 2020, Non-Travel Registration/Conference Fees has been updated from 614660 Conferences to 623868 Registration Fees in Concur. 

The former account code is also used for conferences hosted by the university. The account code change helps distinguish between expenses for hosted conferences and virtual conference attendance. With the current travel restrictions, many conferences to which employees would typically travel have switched to virtual formats. Instead of using expense type Travel Registration/Conf. Fees, employees should use Non-Travel Registration/Conference Fees in the “09-Other” section for registration fees related to virtual conferences.

ExpenseIt is now available

ExpenseIt from Concur is now available for U-M employees. This feature enables you to take a picture of a receipt on your iPhone or Android mobile device and automatically create an expense line.  

Additionally, you can forward receipt images to receipts@expenseit.com to automatically create an expense line. Your email address must be verified in your profile (see below).

For more information on how to use this functionality, visit the Concur System Improvement page and view “ExpenseIt Implementation” in the June 2020 section.

Reminder: verify your email address in your Concur profile

When you verify your email address, Concur can associate information forwarded from that email address to your account. Please check the Email Addresses section of your Concur profile.

With your verified email address, you can forward your:

  • Receipt images to receipts@concur.com to have your receipts uploaded into your Available Receipts
  • Receipt images to receipts@expenseit.com to have your receipts create expense lines and uploaded into your Available Expenses
  • Travel plans to plans@concur.com to have reservations added to your trips

Lab and Research Suppliers added to M-marketsite

Procurement Services is pleased to announce that antibody suppliers Abcam, BioLegend, and Cell Signaling Technology are now in the university’s M-marketsite ordering platform. Procurement Services sought input from representatives of the university’s research community in the selection of the three antibody suppliers. Their punch-out catalogs enable researchers to quickly and conveniently place orders via M-marketsite. Further, the suppliers have extended favorable discounts (three to 35 percent) plus either free or reduced shipping charges. The new catalogs became available for ordering on June 1 and are located in the Lab and Research Supplies showcase.

In addition, products from Eurofins, a provider of Sanger DNA sequencing services and DNA synthesis products (oligos), are now available on M-marketsite. Procurement Services collaborated with the Advanced Genomics Core (part of the Medical School’s Biomedical Research Core facilities) to understand researchers’ requirements before negotiating an agreement that secured favorable pricing and terms.

With an annual spend of more than $3 million per year across these four suppliers, researchers will save time and increase accuracy by placing orders through M-marketsite, rather than submitting ePro requisitions through M-Pathways. The transition to electronic invoicing will also create operational efficiencies by reducing the number of paper invoices processed by the Shared Services Center by an estimated 5,000 invoices per year.


Procurement Services is Now on U-M Workplace!

Procurement Services recently launched a page on U-M’s Workplace social media site to enhance communication efforts. This page will share a variety of content, such as new contracts, highlights of existing contracts, tips and tricks, and upcoming Procurement Services events.  

If you haven’t heard of Workplace, we encourage you to check it out! If you need help creating a Workplace account, this job aid will walk you through the process. Hope to see you there!


New Online Form to Close, Cancel, and Reopen Purchase Orders

Over the past few months, Procurement Services has been piloting a new online form to submit Purchase Order (PO) requests. Starting August 3, all requests to close, cancel, and/or reopen POs should be submitted via the online form, which can be found on the Procurement Service’s website in the Forms section (located in the top right corner). 

In the past, requests were received via email and, in many cases, not all of the necessary information was included. The new form is designed to capture all the information needed and ensure appropriate steps have been taken before submitting the request. A properly completed form will streamline the process by eliminating the need for Procurement Services to reach out to the department to obtain additional information, which could delay the request.


Fall Strategic Supplier Show Canceled

Based on COVID-19 guidelines from university administrators and public health officials, the fall supplier show that was scheduled to take place on September 23 at NCRC, has been canceled.

We apologize for any inconvenience this cancellation may cause you. If you have any questions, please contact procurement-shows@umich.edu. Thanks for your ongoing support of Procurement Services.

Stay tuned for information regarding the 2021 show schedule.


Quote to Order System Improved

The Quote to Order (QTO) system is a web-based portal designed to help faculty and staff obtain estimates from multiple strategic suppliers based on available commodities currently in the QTO website.  Using QTO helps maintain compliance with ITS Information Assurance security standards and Procurement Services guidelines.

Several improvements to key user functionality were recently made including:

  • Fields to add ShortCode selections are included in the updated QTO System. In the old version of the QTO System, ShortCodes were selected via a popup window. 

 

 

 

 

 

 

 

  • Users can now access the updated QTO System with any web browser. (With the former version, certain web browsers were recommended for access.)
  • Supplier accounts will now be locked after multiple failed login attempts.  

If you have any questions regarding QTO or need support for a locked password, please contact QTO.support@umich.edu or (734) 764-8212, prompt 2.

More information on QTO


Property Disposition Reopening

Property Disposition began a gradual reopening in June and has resumed scheduled deliveries as well as conducting bid sales. Visit the Property Disposition webpage for more information.