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

2. 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

3. 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

4. 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

5. 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

6. 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.

7. Northwestern University Procurement and Payment Services
Fiscal Year End Year End Reminders
August 31st, last day for FY15 Requisitions to be sourced into Pos, FY15 iBuyNU orders roll
September 1, 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

8. 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