Winter 2022 Newsletter

U-M PROPERTY DISPOSITION IS LAUNCHING AN eCOMMERCE WEBSITE

In February 2022, the Property Disposition eCommerce site, Dispo Direct, will go live to both the campus community and the general public. The site will offer the same diverse university surplus products available in its retail warehouse space, but on an easy-to-use website.  

With an ever-changing product inventory, searching for items is easy when using many of the site's current features. In addition, users can create an account for fast checkout and use site tools to perform refined product searches, side-by-side product comparisons, and even save products in a wish list for future purchases.  

Property Disposition has always offered a unique and exciting shopping experience to its customers, but shoppers had to go onsite to see what was in stock. With Dispo Direct, shoppers can view the inventory anywhere, including mobile devices.  

Customers with an active U-M uniqname can easily access the site and create an account by logging into the single sign-on portal. In addition, faculty and staff can make departmental purchases quickly and easily through the shortcode checkout process. All departmental purchases will receive a 25 percent discount, which will be applied to their entire purchase at check out.  

Customers will need to pick up their purchases curbside at the north campus warehouse. When an order is ready to be picked up, customers are notified via email and directed to schedule a time to pick it up during available hours. The email also contains a link that the customer will click on when they arrive, which notifies warehouse staff to bring the order out to their vehicle. The warehouse parking lot has designated numbered parking spots where customers should park to pick up their order. 

Be sure to checkout Dispo Direct when it launches next week at dispo.umich.edu! And stay tuned for more exciting options–Property Disposition plans to offer shipping in the future and will also be launching a web-based auction website later this year.


TEMPORARY SHIP TO HOME EXCEPTION EXTENDED

Due to the fact that many university buildings remain closed and several units continue to work remotely, the temporary exception process for shipping items to non-university addresses, which was set to expire in December, has been extended through the end of June. Download the latest version of the ship-to-home exception memo.


NEW LOOK TO ePROCUREMENT TRANSACTIONS COMING MAY 2022

ITS is upgrading the eProcurement module in the M-Pathways Financials & Physical Resources System on May 16, 2022. Work on the upgrade is well underway and ITS is partnering with business process owners and units to ensure a smooth transition. Visit the eProcurement Modernization Project website for more information and the latest news. The site will be updated regularly with key dates and training opportunities.


PCARD NEWS & UPDATES

Updated PCard training course is live

In November 2021, Procurement Services published an updated version of the PCard Training in My Linc. The updated course has been shortened considerably and takes approximately 20-25 minutes to complete. In addition, the course requires that employees pass a knowledge test with a score of at least 80 percent. Cardholders who have not taken the PCard training course within the last three years received an email notification in January and should complete the training by February 28, 2022. The PCard training course (PRE110) can be found in My Linc or through  a link on the Procurement Services website
 

All PCard holders are encouraged to take the updated training regardless of when it was last taken. Cardholders will be contacted by email when their training has expired with a reminder to take the new course. If you have trouble accessing or completing the course, contact ITS for assistance.

Reminder: use PCard eforms 

All PCard related requests and questions should be submitted via one of the two eforms in TeamDynamix (TDX). The previous Word document versions of the PCard Limit Change Request Form and PCard Maintenance Form, as well as the email address the forms were submitted to (travelexpense@umich.edu email), have been deactivated. Any requests using the Word forms or email address will need to be resubmitted in an eform. 
 

The eforms can be accessed from Procurement Service’s website or directly through TeamDynamix. PCard change requests can now be made using the “Request a Change to My PCard” form. This form should be used for limit change requests, profile maintenance, changes to temporary ATM capability, or to close, suspend, or reinstate a PCard. General PCard questions may be submitted by using the “Submit a PCard Question” form. Requests regarding travel booking, reporting expenses through Concur, or travel & expense policy, should be submitted through the SSC’s Travel & Expense Inquiry eform.

Safeguard your PCard information

PCards have an inherent risk for fraudulent activity and, as such, should be appropriately safeguarded. The physical card should be accessible to only the PCardholder. PCard numbers should not be shared with others and should not be stored on a merchant’s website, such as Amazon, or in an app, such as GrubHub, Uber, etc. Doing so increases the risk for accidental personal purchases which are not allowed.
 

Instead of sharing a PCard, or having a “department” card, each employee who needs to use a PCard for purchases should apply for their own PCard. Links to the application and required training can be found on the Procurement Services website. Any cards that are being shared will be closed and reissued as a security measure.

Update your PCard address

If you have recently changed home or business addresses, please make sure to update your address in your Concur profile by submitting a Request a Change to My PCard eform and selecting “Profile Maintenance” as the request type. Having an accurate address on file is important to ensure renewal PCards are sent to the right address.
 
Your PCard can only have one address associated with it, however, this can now be either your business address or home address since many are still working from home. It is important to remember which address is associated with your PCard for making purchases. Purchases may be declined if the wrong address or ZIP code is given during the transaction. 

DID YOU KNOW? COPYING AN EPRO REQ

You can copy a previously submitted ePro requisition and save time by selecting "Copy" from the "Select Action" drop-down list. 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. See the MyLinc job aid for step-by-step instructions, including screenshots (you will need to log in to access this link).


WANT TO KNOW MORE ABOUT WHAT’S HAPPENING IN PROCUREMENT SERVICES?

Don’t forget to join the Procurement Services channel on Slack! This channel shares a variety of content including new contracts, highlights of existing contracts, tips and tricks, employee spotlights, and upcoming Procurement Services events. 

To join Slack, please see these instructions for creating an account. Once your account has been created, you will get an automated invitation from “Slackbot” to the umichWORKS workspace (invitations are sent out once a day at approximately 10:30 a.m.). If you’ve already joined U-M Slack, you should already have the umichWORKS workspace and can search for "umichWORKS" in the directory search bar.

To find the Procurement Services channel once you’ve launched the umichWORKS workspace, browse channels by clicking “Add channels” in the left-hand menu and selecting “Browse all channels.” Search for “procurement” and then click the green “Join” button on the right-hand side.

For more information and for training on Slack, please visit the ITS website.


GRAINGER ADDS A SECOND CUSTOMER SERVICE REPRESENTATIVE 

Grainger, the strategic supplier for maintenance, repair, and operation supplies, is introducing a second representative to help with day to day operations on campus. Roger Huff will be working with Gabe Muma to ensure that Grainger can offer the university strong customer service and quick response times. Roger has been with Grainger for seven years, and is excited to bring his knowledge to U-M! For more details on the Grainger contract, including Roger and Gabe’s contact information, visit the Grainger contract page.


THE FY 2022 ANNUAL SPACE SURVEY KICKED OFF FEBRUARY 1

The space survey validates the university’s space inventory. This data is used as a critical component of indirect cost recovery (ICR), for university and departmental space management and planning, and as a basis for state and federal reporting. Each department is responsible for the accuracy of its data. For more information, please visit the Space Analysis webpage.

New for FY 2022: The Cost Reimbursement Office is no longer reviewing Organized Research Activity panels' project/grant numbers for room type 310 - Office. Please check with your school or college administrator if project/grant numbers supporting the Organized Research Activity taking place in your office space are still required.


REMINDER: SUPPLIERS ARE REQUIRED TO USE RESPONSIBLUE COVID-19 SCREENING CHECK

If your department has suppliers coming to a U-M property, be sure to remind them about the ResponsiBLUE screening process.