Northwestern University Procurement and Payment Services Procurement and Payment updates Northwestern University Center Quarterly Administration Meeting August 26, 2015

Northwestern University Procurement and Payment Services Organizational Changes Combined all units related to purchasing and payment Procurement and Payment Services Purchasing Vendor File Management Purchasing and Strategic Sourcing (formerly PRS) e-Procurement Solutions (formerly PRS) Business Diversity Program Payment Accounts Payable Procurement Card Program e-Payment Solutions Reports to Ingrid Stafford, Financial Operations Located at 2020 Ridge

Northwestern University Procurement and Payment Services Preferred Vendor Update Henry Schein - Medical and Surgical Supplies ABT - Appliances and Electronics Abcam - Primary and secondary antibodies Lab Supplies Fisher Primary general lab supply partner Management of on-site stockrooms Sigma On-site presence DOT Small, woman owned business All catalogs will be in iBuyNU

Northwestern University Procurement and Payment Services Preferred Vendor Update Improved pricing Free shipping for Fisher (including Lifetech), Sigma, DOT All three catalogs are live in iBuyNU Grand re-opening of stockrooms on October 1 Alcohol, research safety items available on-site now Streamlined process for buying through stockrooms Shared cart functionality Order from your desk for same day pick up or delivery Orders will go through work flow (after pick up or delivery) Charges made directly to chart string (no central bill) Training being developed, available mid-September

Northwestern University Procurement and Payment Services Preferred Vendor Update An extensive RFP process was used to evaluate proposals to establish a new contract Evaluation committee consisted of representatives from the Department of Chemistry, Department of Neurobiology, FSM - Allergy, FSM - Pulmonary, FSM - Cardiology, FSM – Basic Sciences, Proteomics Center of Excellence, Department of Molecular Biosciences, McCormick – Chemical and Biological Engineering, University Services, and Purchasing Resource Services

Northwestern University Procurement and Payment Services Amazon Beginning February 1, 2015, internet retailers began collecting sales tax in Illinois. Northwestern is exempt from sales tax. Use of membership clubs and setting up on-line accounts like Amazon is generally discouraged, purchases over the internet should be minimized, individuals should not advance personal funds to purchase on behalf of NU. Departments and schools are encouraged to use Preferred Vendors and iBuyNU as often as possible. When Amazon needs to be used, the following process has been established: Existing accounts must be either cancelled or revert back to personal accounts. Departments/schools can send a request to the P-Card Office to set up a new business account under the primary Northwestern Amazon account. An official NU ship to address must to be used for deliveries. An official Northwestern P-Card must be used for payment. Northwestern's tax exempt status can only be used only for authorized University business purposes, not for personal use. The above must be followed to protect our tax exempt status.

Northwestern University Procurement and Payment Services Fiscal Year End Year End Reminders August 31st, 2015 - last day for FY15 Requisitions to be sourced into Pos, FY15 iBuyNU orders roll September 1, 2015 - FY16 opens for Requisitions September 7 - receipts will be lifted September 11 – FY15 non-catalog orders roll Review SC016–Open Encumbrance Report in Cognos Review SC027–Match Exception Report by Department in Cognos

Northwestern University Procurement and Payment Services Other Updates New vendor registration process Updated the NU Purchasing and Payment policy Updated PPS website Make shopper a default role, will work well now that iBuyNU is accessed using net id and password Streamline BD/SSJ process into a single, web based smart form Implement mywallet functionality to streamline the expense report and p-card reconciliation process Negotiate more free freight with lab supply vendors Exploring Contract management tool Supplier registration portal Invoice automation