Monday May 12, 2008

MARK YOUR CALENDAR FOR PURCHASING KEY DATES, RE: FISCAL YEAR END CLOSING 

Requests received in Campus Procurement & Business Contracts by close of business Friday June 13th, 2008 for Purchase Orders and Contracts will be guaranteed to be placed before fiscal year's end (June 29th).  Requisitions received after June 13th, if complete documentation is provided, will be processed on an as-received basis, but Campus Procurement & Business Contracts will not ensure placement of purchase orders before June 30th.

To help ensure requests for goods and/or services get ordered before year's end we urge Requesters to:

• Give Campus Procurement 5 days to review your request, ask questions and get your authorization for changes (if necessary) before you leave for the summer holidays.
• Check expiring grants and forward requests for large-ticket items (like capital equipment) EARLY.
• Mark these requisitions "FUND YEAR EXPIRING 6/30/08"  so that they may be prioritized appropriately.
• Send a "heads up"  email to purchasing@finance.ucsf.edu when requisitions for time sensitive orders may be delayed in the approval process. 
• Ask all vendors providing quotes to mark their quote fiscal-year-end specials, if applicable.
• Mark these requisitions "QUOTE EXPIRING 6/30/07" to aid us in appropriate prioritization.

Please provide accurate complete information on your requisition.  Remember, in the year-end crunch, incomplete and problematic requests get low priority due to follow up.

Thank you for helping us to better support you.

Jim Hine
Executive Director
Campus Procurement and Business Contracts
University of California, San Francisco
Phone:415-502-3037
Cell:415-407-7993

Thursday, February 14, 2008

We are taking measures to streamline the process for requesting After-the-Fact (ATF) Purchase and Removal of PO Lien.

After-the-Fact Purchases

Effective February 25, 2008, completing the ATF Purchase Request form and submitting it to CPBC to create an ATF Purchase Order will no longer be required. Instead, CPBC will monitor for ATF purchases (also referred to as unsupported vouchers) on a weekly basis and work with department managers to maintain the highest level of compliance with purchasing policies and procedures by progressively taking one or more of the following measures:

• Written corrective action plan by department manager
• Purchasing training for the personnel who made the unauthorized purchase
• Revocation of personnel’s purchasing delegation of authority,
• Levy of processing fee to the department for processing unsupported voucher
• Financial responsibility for payment borne by personnel

Accounts Payable will continue to process invoices based on the existing “High-Value Rule”: Invoices for greater than $2500 require a signature of approval by authorized department personnel. Invoices for less than $2500 would be processed without  departmental approval.

PO Lien Removal

Effective February 25, 2008, any PO Lien Removal Request Form should be submitted via email directly to the CPBC Purchasing Mailbox at purchasing@finance.ucsf.edu. The PO Buyer of Record or designee will review and remove the requested PO Lien by updating the purchase order accordingly within 7 calendar days from receipt of request. Any questions regarding these process changes should be directed to Hung Truong, Purchasing Manager, at (415) 502-3043 or htruong@finance.ucsf.edu.

Thank you.

Jim Hine
Executive Director
Campus Procurement and Business Contracts
University of California, San Francisco
Phone:415-502-3037
Cell:415-407-7993

Tuesday, January 22, 2008

P2P-Peoplesoft Upgrade Downtime