1. Purchasing and Distribution Services Procurement Updates FAR Meeting – May 25, 2016

2. Purchase Order Encumbrance Review Departments encouraged to run open encumbrance reports to view balances on PO’s. Queries to run: UTS_PO_OPEN_ENC_BY_CC – PO Encumbrance by Cost Center UTS_PO_OPEN_ENC_BY_DEPT – PO Encumbrance by Department UTS_PO_OPEN_ENC_BY_PROJECT – PO Encumbrance by Project ID Send list of PO’s to be closed to the Purchasing Office email at purchasing@utsa.edu. purchasing@utsa.edu Focus on encumbrances for Budget Year 2016 only. Departments encouraged to run open encumbrance reports to view balances on PO’s. Queries to run: UTS_PO_OPEN_ENC_BY_CC – PO Encumbrance by Cost Center UTS_PO_OPEN_ENC_BY_DEPT – PO Encumbrance by Department UTS_PO_OPEN_ENC_BY_PROJECT – PO Encumbrance by Project ID Send list of PO’s to be closed to the Purchasing Office email at purchasing@utsa.edu. purchasing@utsa.edu Focus on encumbrances for Budget Year 2016 only.

3. Requisition Workshops – Copier Orders Purchasing will be conducting hands on workshops for copier renewals, tentatively set for June or July. Workshops will provide demonstration and walkthrough on creating requisitions for copier renewals ONLY. Departments seeking new leases should contact Purchasing Office – –Purchasing will provide template of information necessary for copier companies to include in their quote – –Outline/Instructions for creating new copier requisition Training Dates will be released soon Purchasing will be conducting hands on workshops for copier renewals, tentatively set for June or July. Workshops will provide demonstration and walkthrough on creating requisitions for copier renewals ONLY. Departments seeking new leases should contact Purchasing Office – –Purchasing will provide template of information necessary for copier companies to include in their quote – –Outline/Instructions for creating new copier requisition Training Dates will be released soon

4. Service Based Purchase Order Requisitions for services are classified in two ways – –1. Set quantity and price Requisition should be created with a quantity at set price Ex. 8 Hours of Service at $20.00/hr, 6 weeks of service at $140.00/hr – –2. Undefined quantity with set price Requisition should be created with quantity of 1 and total cost identified Ex. Qty. 1 at $4,000.00 for total cost of job, or Qty. 1 at $20,000/year Requisitions for services are classified in two ways – –1. Set quantity and price Requisition should be created with a quantity at set price Ex. 8 Hours of Service at $20.00/hr, 6 weeks of service at $140.00/hr – –2. Undefined quantity with set price Requisition should be created with quantity of 1 and total cost identified Ex. Qty. 1 at $4,000.00 for total cost of job, or Qty. 1 at $20,000/year

5. Service Based Purchase Order Cont’d Undefined Services with multiple payments – –1. One time payment – this is a single payment for the total cost of job – –2. Multiple payments – these are multiple payments to be drawn off the total value of the PO or line, as services are completed. Contact Purchasing to set to PO Amount Only (phone call to Procurement Specialist or email Purchasing Office) as soon as PO is received by email Note: This option allows DTS to pay multiple invoices against same PO, no receipt required, and this process is only reserved for service with undefined quantities. Undefined Services with multiple payments – –1. One time payment – this is a single payment for the total cost of job – –2. Multiple payments – these are multiple payments to be drawn off the total value of the PO or line, as services are completed. Contact Purchasing to set to PO Amount Only (phone call to Procurement Specialist or email Purchasing Office) as soon as PO is received by email Note: This option allows DTS to pay multiple invoices against same PO, no receipt required, and this process is only reserved for service with undefined quantities.

7. Contact Information Primary: send an e-mail to Purchasing at purchasing@utsa.edu purchasing@utsa.edu Contact department assigned Procurement Specialist (click here for list)here Contact Front Desk at ext. 4060 Primary: send an e-mail to Purchasing at purchasing@utsa.edu purchasing@utsa.edu Contact department assigned Procurement Specialist (click here for list)here Contact Front Desk at ext. 4060

8. Resources:Resources: Purchasing Website:Purchasing Website: http://www.utsa.edu/purchasing/index.cfm Purchasing PeopleSoft Forms:Purchasing PeopleSoft Forms: http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm Purchasing PeopleSoft Instructional Guides:Purchasing PeopleSoft Instructional Guides: http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm Purchasing Website:Purchasing Website: http://www.utsa.edu/purchasing/index.cfm Purchasing PeopleSoft Forms:Purchasing PeopleSoft Forms: http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm Purchasing PeopleSoft Instructional Guides:Purchasing PeopleSoft Instructional Guides: http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm