Winter 2020 Newsletter

CONCUR & TRAVEL NEWS

Reminder about Real ID coming in October 2020
Beginning October 1, 2020, every air traveler 18 years of age and older will need a REAL ID-compliant driver's license or another acceptable form of ID to fly within the United States.
 

Under the federal REAL ID Act, individuals boarding a domestic flight or entering certain federal facilities, military bases and nuclear power plants must show a REAL ID-compliant document. The federal standards were drafted in response to the September 11, 2001 terrorist attacks based on recommendations from the 9/11 Commission. The REAL ID law sets document and security protocols for the production of driver’s licenses and ID cards, including the use of features to prevent illegal copying or altering.

Learn more about the Michigan REAL ID-Compliant Driver's License and ID Information.

 
Are you booking your business travel through the U-M Travel Program?
There are a number of reasons why you should be using the university’s travel program to book your business travel. Some of the financial and traveler benefits include:
 
Travel Discounts
  • Airfare - Discounts are available for airline contracts with Delta, United, and American. For instance, in FY19 the university had an average discount of 3.7 percent with Delta. The contract offers at least two percent but discounts can be as high as 18 percent depending on the class of service.
  • Lodging - Discounts are available for local hotels. In addition, university employees are eligible for discounted rates in many places through Conlin Travel, the university’s travel partner.
  • Car rental - Discounts are available for Enterprise Holdings (National and Enterprise) car rental. These rates are also available when booking directly with National and Enterprise using a link on Procurement Service’s website. Booking through either company ensures you receive the negotiated rate and appropriate insurance coverage.

Priority Treatment with Airline Partners

  • Ticket transfer - The ability to transfer tickets between travelers. For example, a student recruit changes his mind and you are left with the airline ticket you already purchased. If booked through the university’s travel program, there is an option to cancel that flight and use the value of the ticket towards future travel for another traveler. There are change fees associated with the name transfer, however, the balance of the original ticket price is not lost. 
  • Reduced change fees - There is opportunity for reduced ticket change fees. All airline partners offer a bank of “points” that can be used to off-set change fees.
  • Priority treatment - If your flight is canceled, you automatically receive priority placement on the next available flight. 

Dedicated Travel Agency

  • 24/7 assistance - Conlin Travel, the university’s dedicated travel agency based in Ann Arbor, can help travelers at any time in the event of an emergency or with reservation changes if needed (additional fees may apply). Read more about Conlin Travel in the Supplier Spotlight article

 

U-M Travel Program Information Sessions
Procurement Services, in partnership with Conlin Travel, will be holding a round of Travel Program Information Sessions in March. Presentation content will provide an overview of the university travel program, including savings opportunities, traveler benefits, efficiencies with expense report creation, and the many benefits offered by Conlin Travel.

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

  • Dearborn campus - Location to be determined, March 9 from 10 to 11 a.m. 
  • Flint campus - Kiva Room, March 9 from 2 to 3 p.m.
  • BSRS - Seminar Rooms 1130, 1150, and 1170, March 10 from 9:30 to 10:30 a.m.
  • Palmer Commons - Forum Hall, March 12 from 2 to 3 p.m.
  • Ross School of Business - Date, time, and location to be determined
  • Pierpont Commons - Date, time, and location to be determined
PLEASE NOTE: you must use your “@umich.edu” Google email address to access the registration sheet.
 
 
Which is more cost effective, mileage reimbursement or rental car?
Procurement Services now has a new resource available to help answer this question. Enterprise Holdings (National and Enterprise) has provided U-M with a Trip Optimizer tool, which can be accessed on Procurement Service’s website (in the Personal Car Mileage section). Once the information is populated in the required fields, click enter to receive a cost estimate for claiming mileage reimbursement vs. renting a car.  Please use this information to help you decide which path to take.
 

ETIAS Visa Waiver for Americans
Beginning in 2021, U.S. citizens traveling to Europe will need to have a European Travel Information and Authorization System (ETIAS) visa waiver. Travelers can apply online for an ETIAS and the waiver will be valid for three years from the date of approval. More information on ETIAS Visa waiver

STRATEGIC CONTRACTS AWARDED FOR PRINTING

 
Procurement Services negotiated strategic supplier contracts for Offset Printing Services and Document Production with the following suppliers:
  • Advance Print & Graphics
  • Allegra Print & Imaging
  • Arbor Oakland Group
  • Dollar Bill
  • EPI Marketing Services
  • FedEx Office
  • Foresight Group
  • Genesis Service Associates
  • Office Depot
  • PrintComm/Marketing Impact
  • Print-Tech, Inc.
  • Tepel Brothers
  • TGI Direct
  • The Image Group
  • University Lithoprinters
  • U-M Print/Copy/Mail (Internal Service Provider)

Customers in need of printing services can access the Quote to Order (QTO) system to complete the process. The system offers a multitude of benefits to its users and supports better usage of strategic contracts. It allows users to manage their own quote process--from issuing a quote request and receiving competitive bids to reviewing and selecting the supplier that best fits the demands of the project. QTO’s integration with M-Pathways guarantees an automatic generation of an ePro requisition/Purchase Order, which is emailed to the selected supplier.  

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


SUPPLIER SPOTLIGHT - CONLIN

The partnership between Conlin Travel and U-M began in September 2013 and will continue as a result of the university’s recent Request for Proposal (RFP) for a travel agency. The focus group for this RFP was comprised of representatives from Procurement Services, Finance, and ten schools and colleges across all U-M campuses. The group overwhelmingly agreed, based on the past services provided by Conlin and its commitment to the U-M travel program, Conlin was the best selection for the university. It's a local company and has provided outstanding service to university departments since 1959. 

Discounts and traveler benefits can be arranged when booking through the Concur online travel booking tool or by calling a Conlin Travel agent at U-M's dedicated toll-free number at (855) 200-8785 (when calling from outside the United States, use (734) 477-6022).  Travelers can also visit Conlin Travel's office at 3270 Washtenaw Avenue in Ann Arbor for assistance.

Conlin Travel's focus on providing exemplary customer service is particularly appreciated by units across the university, some of which have special and diverse travel needs. “Over the years Conlin Travel has booked airfares, both domestic and international, for hundreds of guests visiting the School of Information (UMSI). They've also arranged ground transport and hotel bookings for UMSI groups across the country,” said Todd Stuart, events manager at UMSI. “I appreciate their knowledge of U-M's travel rules, their customer service, and their affordable fees. Their work has saved us time and money.”

If your department is interested in learning more about the benefits of using Conlin Travel, please contact Procurement Services at (734) 764-8212, option 2, or email travelexpense@umich.edu to schedule an on-site visit. Conlin Travel offers a variety of travel-related services to help university travelers and travel arrangers plan business trips.


EMPLOYEE SPOTLIGHT - YURI VERTKIN

Meet Yuri Vertkin, a service delivery analyst on the Service and Performance Support team, who began working in Procurement Services in August 2019. Prior to joining Procurement Services, Yuri spent three years with Information and Technology Services (ITS) serving as a training specialist. At ITS, he focused on training internal staff on customer experience, problem-solving, and overall communication skills.

Yuri's current role involves creating internal department training to build better cohesion and understanding of how each team fits together in the Procurement Services puzzle. In addition, he is evaluating the department's website to update training and the overall user experience, launching “lunch and learns” to enhance professional development, and fostering a positive culture. Yuri is also a team member of the Procurement Services “Positive Energizers” for the B&F 90/90 challenge

"My goal is to develop training that will bring value to each team. The way that's achieved is by meeting people, building relationships, and fully understanding their goals and opportunities,” explained Yuri. “These relationships are what gets me up in the morning and keep me moving throughout the day!"

“In order for an organization to be successful, each team member needs to feel empowered to try something new and evaluate and enhance existing processes,” said Yuri.

Yuri obtained his BS in psychology from Central Michigan University and his master’s degree in Organizational Psychology from the Chicago School of Professional Psychology. In his free time, Yuri ventures out with his two kids (Dasha, 5 and Pavel, 1) and wife (Breanna). In addition, he loves hiking, producing music, and spending time with friends. As far as his philosophy on life, Yuri says, “in my opinion, life is one big adventure, so don't just sit there, get up, get out, and get messy!” 

Yuri can be reached at vertkin@umich.edu or (734) 615-4347. 


IMPACT OF NEW VERSION OF CHROME ON M-MARKETSITE BEING RESOLVED

On February 17, Google will begin to release an updated version of Chrome. Our testing of this updated version of Chrome has indicated it may temporarily affect the functionality of—and access to—M-marketsite, U-M’s online catalog for a variety of suppliers and products.

Procurement Services has been proactively working with M-marketsite suppliers to minimize the impact on your ability to order from them. We want you to know, however, that you may encounter some accessibility and functionality issues with M-marketsite, resulting from the new version of Chrome.  

If you experience an issue with ordering through M-marketsite, please contact the ITS Service Center.

Browser updates are issued regularly to, among other things, enhance privacy and security. These updates can sometimes impact the user experience, but any related issues are typically resolved quickly with minimal disruption to the end-user.  As a reminder, it is recommended that Marketsite users have their browser settings configured to allow third party cookies and to have pop-up blockers disabled.


2020 STRATEGIC SUPPLIER SHOWS - SAVE THE DATES!

The annual strategic supplier shows will be held in March, April, May, and September. These popular shows are open to all employees and students. See the Events page for specific dates and locations for the Spring 2020 shows.

The shows are your opportunity to:
  • Meet and talk with manufacturer and sales representatives
  • See and test new products
  • Pick up new catalogs
  • Receive "Product Show" pricing
  • Find out what new contracts are under consideration
  • Learn more about how Strategic Suppliers can help your department save time and resources!

Stay tuned for more information regarding the Fall 2020 show. Information will be posted at a later date.


VEHICLE AUCTION TAKING PLACE APRIL 18

Property Disposition will be holding a live vehicle auction on Saturday, April 18, at the Washtenaw Farm Council Grounds at 10 a.m. Visit the auctioneer’s website for more information, including photos of the vehicles up for auction.

The last auction, which took place in December, resulted in 51 vehicles, as well as golf carts, an aerial lift, utility vehicles and turf equipment, being sold for nearly $750,000.


HELPFUL TIP

Looking to save time when creating a special request eProcurement requisition?

Save time by selecting Copy from the Select Action drop-down list for the desired ePro req. Copying an ePro req opens an identical version of a previously submitted req, including the supplier, lines, and ChartField distributions. Use this option when you need to place repetitive orders with a specific supplier. Please note: you cannot copy ePro reqs created by another individual.

For step-by-step procedures on how to copy a special request ePro requisition, see the MyLINC Step-by-Step Process (you will need to log in to access this link). 


DID YOU KNOW - GETTING RID OF OLD EQUIPMENT

Did you know all assets, regardless of value, must go through Property Disposition? 
 
To sell the equipment, a Declaration of Surplus form must be filled out and emailed to property.disposition@umich.edu. All sale proceeds will be returned to the department’s short code.

To scrap the equipment, fill out a Declaration of Surplus form and mark it as “scrap.”

See SPG 520.01 Acquisition, Use, and Disposition of Property (Exclusive of Real Estate) for more information. 

If you'd like to receive monthly "Did You Know" emails from Property Control similar to the one pictured, you can join the Property Information group in MCommunity.