| Purchasing
News |
More News:
|
| |
Deliveries between Iowa City and Cedar Rapids
to be delayed
I-380 is closing from Iowa City to Cedar
Rapids at 6:00pm today, June 13, 2008. This will have a major
disruption to delivery service. FedEx is stopping deliveries
and making sweeps on all pickup customers now and will bring
our drivers back, hopefully no later than 4:00pm they will hit
380.
MPZ will need alternative routes for their inbound and outbound.
If able, there is a road that wiggles around in between
both rivers that may allow them to service ONLY the EAST
side of Iowa City, but if this is under water, they will be
completely cutoff from Iowa City. Due to the nature of this flood,
all drivers will be pulled by 4:00pm today and hopefully this
weekend will allow the waters to recede.
Saturday service and service next week to this area are in question
until further notice. |
Lithium Battery
Recall
Product recall: The SoundStation 2W Wireless
Conference Phones with lithium ion batteries, sold from December
1, 2007 through May 2, 2008 are affected.
The battery packs have a black or white plastic coating and
a white label with the following title: "RECHARGEABLE Li-ion
BATTERY." These battery packs can overheat, posing a fire
or burn hazard.
If your department purchased a Soundstation2W, please
contact Alisa Schantz at 6-8103 or e-mail alisa-schantz@uiowa.edu and
you will be given catalog numbers and lot numbers to look for
to verify that your phone is part of this recall.
|
Security Alert - Office Supply/Toner Scams
Be wary of phone calls from anyone who is claiming to your “regular supplier” for office supplies. It could be an office supply scam. The scam artist is generally trying to obtain information so that they will be able to bill the department for phony orders or misrepresented orders. The scam artist may actually send merchandise, however the quality is usually less than desirable and the price is inflated. If you believe you are the victim of an office supply scam, contact our department as soon as possible. For more information about office supply scams, please visit the following link: http://www.ftc.gov/bcp/conline/pubs/buspubs/supplies.shtm |
UPDATED 6/18/08 - Rescheduled due to flooding and
yearend
Timetable and Reminders for
Closing Fiscal Year 2008
As we approach the end of the fiscal
year, careful planning will be required in order to prevent overdrafts
in State Appropriated expense accounts and to close all accounts
for the fiscal year on a timely and efficient basis.
Purchasing
- Orders to vendors outside the University to
be charged to FY 07-08 budgets must be received at the Purchasing
Department by 4:30 p.m., June 25, 2008. Requisitions
received after that date may be held and charged to the budget
for FY 08-09.
Adherence to these procedures is necessary to
allow sufficient time before the close of the fiscal year on
June 30 to complete the following purchasing functions: Secure
quotations or bids, determine the best source of supply and
process the purchase orders for items to be encumbered to current
fiscal year budgets. Efforts
to submit requisitions >$10,000 well in advance of June 16
will be extremely helpful in assuring that those requisitions
are processed before the end of the fiscal year. All
requisitions received after June 25 should identify
the fiscal year to be charged, and those requisitions identified
as FY 07-08 will be processed and encumbered, time permitting. Those
requisitions identified as FY 08-09 will be held until after
July 3, 2008 for processing. Notation on PReqs should be
made on the Internal Comments section.
- Departments using the
PReqs application should be aware that any requisition entered
and approved under $3,000 will be encumbered if received and
approved on or before July 3,
2008. To prevent this, the final
departmental approval must occur after July
3, 2008.
Encumbrances
- All encumbrances listed on your June 2008
Statement of Account (SA3 or TDS) should be reviewed for possible
errors or discrepancies. Errors
identified prior to July 3 should
be forwarded to the Purchasing Agent to correct the purchase
order. Errors identified
after July 3rd and
by noon on July 14, 2008 ,
should be forwarded to your Accounting Services Org contact
to make a correcting journal entry for the fiscal year being
closed. The errors
must also be forwarded to the Purchasing agent to remove the
error from the purchase order and eliminate the error from
re-occurring in the next fiscal year. The list of Purchasing
Agents is at www.uiowa.edu/~purchase/purchase/AllStaff.htm
- For
state appropriated accounts, funds carried forward for the
prior year’s encumbrances are subject to
reversion if not expended for those items ordered.
- Accounting Services will remove encumbrance
amounts for blanket orders from your accounting statements
for fiscal year-end reporting.
|
Notice
to Vendors regarding Purchase Order Emailing
The University of Iowa Purchasing
Department is implementing a new email process for University
purchase orders. In order to convert your company from fax
to email transmissions, Purchasing requires a specific email
address for the new purchase orders. The email address should
be one that is monitored regularly to prevent orders from being
delayed and have sufficient storage space to prevent our email
from being rejected. Please see: Vendor
Email Setup
The following information
will be needed:
- Vendor
Name
- “Order
to” Address
- University
of Iowa Vendor number (ten digits beginning 0000)
- A recent
PO number
- General
email address where Purchase Orders can be received
- Contact
and phone
If you have any questions, please contact Julie
Bergeon at julie-bergeon@uiowa.edu or
319-335-1726 |
Office Supply Solicitations
From time to time various office
supply vendors in our area attempt to market their products to
campus end users by offering promotional discounts or other incentives
that are in direct competition with the OfficeMax contract we
currently have in place through General Stores. Office Depot
has offered a discount card in the past and we have recently
become aware of a possible email solicitation from Staples marketing
a “Convenience Card” that can be used at their local
store. If you receive this email please do not apply for this
card. Firstly, the billing process they are proposing would have
all cards on campus billed to one Corporate Account. Since the
University has multiple sources of funding and multiple end users,
this would not work for us. Secondly, we cannot support or promote
a marketing effort that competes with our already established
contract.
A recent incident occurred
when Patterson Office Supplies located in Illinois solicited
a $25 Mastercard as a promotion to ordering supplies. Please
be aware that accepting this is in violation with the Iowa
Gift Law. For
more information see: www.uiowa.edu/~purchase/purchase/Policy/gift_law.htm
If you have questions regarding pricing for any
office supply item, please contact the OffficeMax representative
at General Stores @ 4-3908. Many items, even those not shown
in the catalog, can be obtained through OfficeMax at considerable
savings. |
GE recalls wall, microwave
ovens for fire risk
General Electric recalled 92,000 combination wall and microwave
ovens after at least 35 incidents of fire that damaged property,
the company and the Consumer Product Safety Commission said Wednesday.
The door switch in the microwave oven can overheat and ignite
plastic components in the appliance, the company said.
The lower thermal oven does not pose a hazard and no injuries
have been reported, according to the commission.
Department and appliance stores sold the ovens between January
2000 and December 2003.
The ovens were built by GE Consumer & Industrial of Louisville,
Ky., and sold under the Kenmore, GE and GE Profile brands.
GE said consumers should stop using the microwave oven immediately
and call the company, or Sears for Kenmore ovens. The oven, which
is built into a wall, may be serviced at no cost at the customer’s
home, said Kim Freeman, a GE spokeswoman.
The ovens were sold in white, black, bisque, and stainless steel.
Consumers can call GE’s Recall Hotline, (888)240-2745;
Sears’ Recall Hotline, (888)679-0282; or the CRSC Recall
Hotline, (800)638-2772.
For further information, copy/paste or control/click the link
below: http://cpsc.gov/cpscpub/prerel/prhtml08/08110.html
|
Recalled Models |
Serial number
begins with: |
GE / GE Profile |
JKP85B0A3BB, JKP85B0D1BB, JKP85W0A3WW, JKP85W0D1WW,
JKP86B0F1BB, JKP86C0F1CC, JKP86S0F1SS, JKP86W0F1WW,
JT965B0F1BB, JT965C0F1CC, JT965S0F1SS, JT965W0F1WW,
JTP85B0A2BB, JTP85B0A3BB, JTP85B0A4BB, JTP85B0A5BB,
JTP85B0D1BB, JTP85W0A2WW, JTP85W0A3WW, JTP85W0A4WW,
JTP85W0A5WW, JTP85W0D1WW, JTP86B0F1BB, JTP86C0F1CC,
JTP86S0F1SS, JTP86W0F1WW, JTP95B0A2BB, JTP95B0A3BB,
JTP95B0A4BB, JTP95B0A5BB, JTP95B0D1BB, JTP95W0A2WW,
JTP95W0A3WW, JTP95W0A4WW, JTP95W0A5WW, JTP95W0D1WW |
AZ, DZ, FZ, GZ, HZ,
LZ, MZ, RZ, SZ, TZ,
VZ, ZZ, AA, DA, FA,
GA, HA, LA, MA, RA,
SA, TA, VA, ZA, AD,
DD, FD, GD, HD, LD,
MD, RD, SD, TD, VD,
ZD, AF, DF, FF, GF,
HF, LF, MF, RF, SF,
TF, VF, ZF |
Kenmore
(All model numbers
start with 911) |
41485991, 41485992, 41485993, 41485994, 41489991, 41489992,
41489993, 41489994, 49485992, 49489992, 47692100, 47699100,
47862100, 47869100, 47812200, 47813200, 47814200, 47819200,
47792200, 47793200, 47794200, 47799200 |
0, 1, 2, 3 |
|
Technology
Allowance Policy Effective October 1, 2007
The University of Iowa has implemented a new Technology Allowance
Policy.
Questions about this policy can be directed to Debby Zumbach
at deborah-zumbach@uiowa.edu or
319-335-3815 |
DEA LIST 1 CHEMICALS
In order to purchase DEA List I chemicals, vendors will require
documentation and authorization of the purchaser. BioChemStores
and Chemistry Stores both have experience with this type of paperwork.
To consolidate documentation of these purchases, please order
List I chemicals through them. Examples of List I chemicals include
(but not limited to):
- Piperidine
- Chemicals containing >2.2% Iodine
- Benzaldehyde
|
PReqs Application
UIHC and the Purchasing Department will be implementing
the new PeopleSoft 8.8 Inventory and Purchasing modules at UIHC. With
this implementation, the PReqs (Purchasing Requisition System)
application will provide enhanced functionality as well as strengthened
security.
UIHC staff: Currently, supplies are ordered
via multiple methods: By faxing or taking a written list to Stores;
by using the on-line item master; and by calling in orders. The
PReqs application replaces all of these systems including the
Item Master System. All orders will need to be requested through
the PReqs application.
PReqs Security Change:
- Currently, a user is defined as any employee who signs into
the PReqs application. In the updated PReqs application,
users must either be a Requester or an initiator assigned to
a specific requester(s) in order to be able to initiate transactions
in PReqs. If a user signs in and is not a Requester
or assigned to a requester(s), they will not be able initiate
a requisition.
- All Requesters must complete the new PReqs Access
form and submit it by email by September 20, 2007.
- On this form, requesters are required to enter a default
MFK. This default MFK will be used for populating the
requisition form only.
- Requesters should list initiators who are allowed
to order with their Requester Code.
- When the system goes into production all Requesters that
currently have a Requester Code will have PReqs access to “Create
a Req”. All other initiators will not have
PReqs access until the Requester has completed the PReqs Access
Form and submitted it to Chris Leichty at 202 PCO, Purchasing
with a required supervisor signature by September 20,
2007.
- An on-line PReqs Access/Requester form will be available
in the PReqs system after implementation for users to complete
and route via workflow.
PReqs New Functionality:
- Order
By Page: When users click “Create Req” on
the PReqs sidebar, the system will take the user to a new “Order
By” page. This page will list three
options to order by:
- Purchase Requisition: This Requisition will be used
to order by description only for Goods and Services, Equipment,
Repairs, Non-Inventory Supplies and Blanket Orders that
go to an outside vendor.
- Catalog Order(s): This
function will be used for Items Sourcing from a Warehouse
and Items Sourcing from a Vendor that have a PeopleSoft
UI Item number. With
this new form the user will be able to place orders for
items without needing to understand if they are stocked
in the warehouse or purchased from an external vendor. The
system will make this determination and create multiple
requisitions when necessary. UIHC
and College of Dentistry users will be the only staff
having access to this function initially.
- Shopping
Cart Favorites from Catalog Orders: This
function will be used for items sourced from a Warehouse
and/or items sourcing from a Vendor, previously order
through the catalog order function. UIHC and
College of Dentistry users will be the only staff having
access to this function initially.
- Favorites: Users
will be able to add to their favorites directly from
the PReq form now by clicking the “Add” button
by the green arrow icon that selects the favorite.
- Email: For orders going to outside vendors,
an email will be sent to the Requester, Initiator, and Purchasing
Agent on the requisition when the Purchase Order number is
assigned.
PReqs Training: UIHC and College of
Dentistry users PReqs application training on “How
to create Catalog Orders” will soon be available. A
schedule will be sent out in the near future.
If you have questions please contact:
Inventory Project team contacts:
|
| IMPORTANT
- PReq Workflow Form Types Changes
On February 12, 2007 the following changes
will be made to PReq Workflow Form Types:
Purchase Requisitions
- Requisition – Under 2,000 will
change to Requisition – Under 3,001
- Requisition – 2,000 to 25,000
will change to Requisition - 3,001 to 25,000
- Requisition – Over 25,000
Procedures:
- Approvers will be transferred
from the old workflow groups to the corresponding new ones.
- PReqs that are less than $3001
are completed after the last person from the department approves
the requisition. The Department is responsible for the approval
and making sure these orders are filled out correctly.
- PReqs $3001 and greater will
be routed to Purchasing in Workflow to review.
- Blanket Orders must have a
minimum balance of $3001 so they route to Purchasing.
If you have any questions contact Chris Leichty
at chris-leichty@uiowa.edu
or 335-0384. |
SECURITY
ALERT – PayPal Email Scam
A fraudulent email scam which impersonates the vendor PayPal
has been reported to the Procurement Card Administration team.
These emails “appear” to come directly from PayPal and the subject
line is addressed “Letter of Confirmation”.
The email is asking for confirmation of your order. The emails
intent is to get the recipient to dispute this transaction and
by doing so, provide credit card information. These types of emails
are an illegal attempt by unknown persons to collect personal
information and account numbers. These e-mails are random and
are being sent using a spam list that includes individuals who
in many cases do not even have PayPal account.
There has been no breach of any secure account information.
This type of email fraud, called “phishing” is under investigation
by U.S. Bank’s Fraud Prevention and Investigation area in conjunction
with Visa and the Federal Bureau of Investigations. However, it
is very difficult to catch cyber-criminals, and so we believe
that these fraudulent emails will continue to be sent for some
time.
There are several steps you can take to avoid becoming a victim
of this type of fraud:
Never give out your account number or other personal data to
someone who contacts you via phone or email. Both U.S. Bank and
Visa already have the information we need to maintain your account.
We would never contact you to ask for verification. If you receive
a fraudulent email, DO NOT REPLY to it
under any circumstances and furthermore, do not click on the
link in the email. Questions can be directed to protrav@uiowa.edu.
|
Material Transfer Agreements
All Material Transfer Agreements
that involve purchases need to be routed to the Division of
Sponsored Programs. They must review them before they
are sent to Purchasing for signature approval. Please
see their website for more info: DSP
|
Be
Aware of Phone Scams
There have been recent reports of
phone scams reported throughout the hospital and campus.
The caller claimed that he had some clear 2 inch tape to sell
the Pharmacy Department. The kind of tape you would use for shipping
boxes. This gentleman identified himself as Dr. Peterson, and
he was a retired veterinarian in Florida who is selling items
that he had in his clinic. In the course of the conversation,
he described talking with an individual and about Pharmacy purchasing
the tape. The individual NEVER spoke with this “Dr. Peterson”.
Please report any questionable calls
or vendor salespersons to your supervisor before giving out information
or accepting packages.
|
IMPORTANT:
BANKING SCAMS - Never provide any banking information;
including bank name, account or routing number to vendors. There
have been recent attempts to solicit banking information from
campus departments. Do not provide your UI PCard information to
banks or vendors if they contact you directly.
Contact the Purchasing department, Jennifer
Jark 335-0668, if you receive requests from vendors for bank
or credit card information.
|
|
PCard
Functionality
PCARD has been upgraded to
include functionality for the Upper Level Administrative User.
This functionality allows the user to review Procurement Card
activity at either an Organizational or Departmental level. The
user will have access within the Procurement Card Web Application
to:
 |
A
summary of the new transactions in their ORG or ORG/DEPT combo
(by cardholder) |
 |
A
listing of “new" cards for the ORG or ORG/DEPT combo
during the past 60 days |
 |
A
listing of delinquent vouchers for their ORG or ORG/DEPT combos |
 |
Links
to view cardholder’s transactions, vouchers, receipts, and
card information for their ORG/DEPT combination. |
 |
Reports
of vendor spending, travel information, summary spend per
cardholder, dept, and dollars spent |
 |
Search
function that allows you to search travel related transactions,
and voucher/transactions within the users ORG or ORG/DEPT
combo |
The following
access request form must be completed to obtain this role.
A
training document has been provided. If you have any further
questions or concerns feel free to contact me at Sherry
Reynolds-Miller, or, 335-0656. Departmental training is available
upon request.
top |
|
Barnes
& Nobel PCard Discount
Barnes and Noble
offers the University of Iowa a 20% educational discount for all
Procurement Card transactions. To receive this discount you should
reference the University of Iowa account number #5364666 at time
of check-out. Purchases should be for institutional use only.
Discounts apply ONLY to book purchases. Discounts
DO NOT apply to magazines, music dept., cafe,
textbooks, publishing orders and gift cards.
THIS
DOES NOT APPLY TO PURCHASES MADE ON THEIR WEB-SITE.
For volume discounts on textbooks (50 or more copies per book)
on their web-site please refer to this link.
top
|
Joint
Regent Contracts
Cooperative
purchasing remains a high priority for the State of Iowa Board
of Regents and of the Regent Institutions to realize greater
efficiencies and effectiveness.
As
appropriate, the Regent Institutions strive to identify and
implement joint purchasing contracts, which provide the lowest
competitive price consistent with Regent quality and service.
Joint
Regent Contracts consolidate like commodities from the institutions
into a single contract, minimizing individual institutions’
efforts while maximizing commodity volume to gain better prices
which otherwise could not be achieved. Some contracts are available
only to the universities while others are available to all Regent
Institutions and other State of Iowa Agencies.
Following
is a listing of all current Joint Regent Contracts which show
commodity item, lead agency, vendor, availability and contract
manager responsible for each contact.
The
University of Iowa (SUI)
|
Commodity Item |
Lead
Agency |
Vendor Name
|
Availability
|
Contract
Manager |
| Bookbinding |
SUI |
Heckman
Bindery |
All
Regent Institutions |
|
| Computer
Equipment |
SUI |
Dell
Computers |
All
Regent Institutions |
|
| Computer
Equipment |
SUI |
Gateway |
All
Regent Institutions |
|
| Computer
Equipment |
SUI |
Hewlett Packard |
All
Regent Institutions |
|
| Computer
Equipment |
SUI |
Micron |
All
Regent Institutions |
|
| Laboratory
Casework |
SUI |
Fisher-Hamilton |
All
Regent Institutions |
|
| Laboratory
Supplies |
SUI |
Fisher-Hamilton |
All
Regent Institutions |
|
| Medical
Supplies |
SUI |
Various |
All
State Agencies |
|
| Misc.
Paper Products |
SUI |
Various |
All
Regent Institutions |
|
| Nutritional
Formula |
SUI |
Various |
All
State Agencies |
|
| Pharmaceutical
Drugs |
SUI |
Various |
All
State Agencies |
|
| Projection
Lamps |
SUI |
Sitler
electric |
All
Regent Institutions |
|
| Procurement
Card |
SUI |
US
Bank |
All
Regent Institutions |
|
| Recycled
Copy Paper |
SUI |
Xerox |
All
State Agencies |
|
| Video
Tape |
SUI |
Data
Media |
All
Regent Institutions |
|
| Grease
Recycling |
SUI |
National
By-Product |
All
Regent Institutions |
|
| |
|
|
|
|
Iowa
State University (ISU) |
| |
|
|
|
|
| Computers |
ISU |
Compaq |
All
Regent Institutions & State Agencies |
|
| Computers |
ISU |
Micron
Computers |
All
Regent Institutions |
|
| Computers
& Supplies |
ISU |
Compucom |
Regent
Institutions & DOT |
|
| Electrical
Supplies |
ISU |
Stitzell
Electric |
All
Regent Institutions |
|
| Fluorescent
Bulb Disposal |
ISU |
Environmental
Operations, Inc. |
SUI,
ISU and UNI |
|
| Hazardous
Waste Disposal |
ISU |
Environmental
Enterprises |
SUI,
ISU, UNI & State Agencies |
|
| Laboratory
Supplies |
ISU |
Fisher
Scientific |
Regent
Institutions & IBA |
|
| Moving
Services |
ISU |
Allied
Van Lines |
All
Regent Institutions |
|
| Photo
Supplies |
ISU |
Olson
Graphics |
All
Regent Institutions |
|
| Power
Plant Chemicals |
ISU |
Nalco
Chemical Co |
SUI,
ISU and UNI |
|
| Workstations/Sci.
Equip. |
ISU |
Hewlett-Packard |
All
Regent Institutions |
|
| |
|
|
|
|
The
University of Northern Iowa (UNI) |
| |
|
|
|
|
| Copier/Fax
Supplies |
UNI |
Various |
All
Regent Institutions |
|
Links:
Iowa State University Purchasing Department
The
University of Northern Iowa
Department of Administrative Services
top
|
|