1. November 10, 2016 Carmen Connect Webinar
Audio – code:484159#

2. Housekeeping Items All lines will be muted
*6 to unmute your line to ask a question
*6 to mute your line after you are done speaking
The leads will be monitoring the questions via the chat boxes, please feel free to ask questions there.

3. Agenda PSSC Transaction Statistics Travel items
Accounts Payable updates
Purchasing Buyer call updates

4. Website
Staffing
No Staffing Changes since the last call
Next call is schedule for December 15, 10:00 AM

5. PSSC FY 2016 Processing Statistics
Total Erequests Processed – 59,744
eStores Purchase orders – 14,070
Manual PO’s & Requisitions created – 10,343
Pcard Transactions reallocated – 27,518
Voucher’s approved – 31,914
Travel payments processed – 5,387
Erequest vendor & Prep payments – 8,799
Refunds – 1,413
Utility payments – 7,294

6. Travel Reminders
Send post travel payment requests to the designated address for your department (not to an individual staff members )
Please use the PSSC post trip worksheet (
PSSC staff will remind those who are using alternative forms to please use this form.
This creates consistency in our process of reviewing, entering, and approving your travel reimbursements
Group travel – When a traveler is paying for meals for a group, we must reimburse actual expenses documented with receipts. The traveler is eligible for ONLY their personal per diem for meals not paid for in other methods during a trip and not that of other travelers on the trip.

7. Travel Reminders
Conference Agendas– If providing a conference agenda for a trip, please print to PDF any online agenda’s prior to the conference and attach them to the travel request. Links to agendas often expire and become broken by the time we review them
Travel Itineraries – Non-conference related travel with multiple stops should be documented with a trip itinerary to support per diem calculations. An Itinerary could be a formal document or a print out of the travelers calendar.
Remember to do Drive vs. fly comparisons PRIOR to the trip when applicable.
Remember Business Purposes should include why the trip is being conducted

8. Travel Training
Travel Workshop (Introductory) – designed to inform he new traveler or travel arranger about the basics of business travel
Register through BuckeyeLearn
Class is 11/15/16 from 8:30-10:30 or 12:30 – 2:30
Travel Workshop (Advanced) – for the seasoned traveler or travel arranger, seeking industry updates, exposure to more advanced freatures in the Concur booking tool and discussions on travel best practices and processes
Class is available 11/16/16 from 8:30-10:30 or 12:30–2:30
Registration closes 11/11/16

9. Accounts Payable Updates
The Central Accounts Payable office will be relocating to the PRSM building, 2650 Kenny Road effective December 1, 2016.
Please remind vendors to send invoices directly to Accounts Payable and update their bill to address as follows:
OSU Central Accounts Payable 120 Stores and Receiving Building 2650 Kenny Road Columbus, Ohio 43210

10. Mail Update – Dave Markiewicz David Markiewicz markiewicz.11@osu.edu

11. Mail New, state of the art USPS mail processing equipment.
Pitney Bowes SendPro Series.
Billing cycle 9/21/16-10/20/16, USPS data will source from 2 different platforms. (Neopost and PB)
Any changes to the reports are in terminology only, the billing process has not changed.
New services and options coming:
Digital Certified/Return Receipt (no more little green cards) Contact us for a supply of new numbered Certified Mail Labels.
Commercial based pricing on packages.

12. Mail
New opportunities using graphics and QR codes printed on your envelope.

13. E-Procurement– Cristine Cihon

14. Catalog Updates
The Branding Society – formerly known as Sunshine Promotions, continues to maintain their site’s product selection and customer service representative under their new name.
Aramark – testing new supplier website
New Sigma Aldrich user guides:
Sigma Aldrich Oligo and Primer Ordering Process
Sigma Aldrich Quote to Order Process
Hu-Friedy – specializes in dental instruments, supplier kits, and accessories
United Mechanical Insulation –insulation contractor

15. Purchasing Operations – Cris Penn

16. Purchasing Department Office of Business and Finance
Did You Know?
Internal Vendor requests should be sent to
We updated our Strategic Purchasing Teams; visit see About Us to view the new commodity assignments/teams!
We consolidated to one Vendor Maintenance team (Purchasing and Central Accounts Payable) reviewing approx. 65% of UNIV VM requests

17. Purchasing Department Office of Business and Finance
Questions regarding which forms are required to submit an online Vendor Maintenance form?

18. Top five reasons your VM request may be delayed
Purchasing Department Office of Business and Finance
Top five reasons your VM request may be delayed
Vendor Maintenance Online Request Form missing information
Payment Type
eRequest#/quote
Service preformed US or Outside US (determines if W8 or passport/visa)
Vendor Set Up Form not attached to the Vendor Maintenance Online Request Form
Incorrect Form(s) submitted (IRS W9/AP Payment Compliance Form)
Missing documentation (passport/visa)
Vendor Set Up Form is not signed
Incorrect TIN (missing digit or no IRS match)
Name does not match the name registered with IRS database
In review with a Commodity Manager for approval

19. Why we don’t accept the AP Payment Compliance Form
Purchasing Department Office of Business and Finance
Why we don’t accept the AP Payment Compliance Form
The AP Payment Compliance Form was replaced by the Vendor Set Up Form in 2014.
Information not captured on the AP Payment Compliance Form:
Business Information
Payment Information (EFT Form)
Federal Supplier Certifications
Ohio Supplier Certifications
Certifications (Ts & Cs)

20. VM Process Time/Wait Time
Purchasing Department Office of Business and Finance
SIMPLE
COMPLEX
EXTREMELY DIFFICULT
VM Process Time/Wait Time
Simple Vendor Request (20% of requests)
All required forms are completed, signed and attached; all questions are answered on online form; vendor has been searched thoroughly in PeopleSoft; vendor TIN matches with IRS
Processing Time = 15 – 20 min
Complex Vendor Request (60% of requests)
Some forms received; possible TIN match; follow up with vendor due to tax classification error/confusion; multiple follow up with department/supplier and/or Commodity Manager
Processing Time = min
Wait Time = 1 to 3 days
Extremely Difficult Vendor Request (20% of requests)
Some forms received; issue with TIN match; discussion with Accounts Payable; multiple follow up with department/supplier and/or Commodity Manager
Processing Time = 2 – 3 hrs.
Wait Time = 2+ weeks

21. Current Vendor Set Up Form
Purchasing Department Office of Business and Finance
Current Vendor Set Up Form

22. VM - (Nov) Close For Ordering
Purchasing Department
Office of Business and Finance
VM - (Nov) Close For Ordering
Criteria:
Schedule:
In the past 18 months:
No PO created
No Voucher created
No Req created
Vendor not created
No HR class
Week/November 21st
Approx vendor IDs
OCIO will run SIR
(2) Per YR- April & November
Business Units:
Questions:
UNIV Purchasing
OSP – Purchasing/AP
Visit our website
See - Vendor Maintenance FAQs
Contact VM

23. Common Contract Questions

24. Common Contract Questions
Who is responsible for sending the contract to the supplier?
Purchasing/bf-pur-agreements returns the signed agreement back to the requestor who then s/send to the supplier
Questions from supplier are forwarded back to by originator
Should the Delegated Buyer/originator send the signed contract with the PO or prior?
We have a split with the university- some want to wait for the signed agreement (this means a delay in the PO process) and some want the PO processed with the agreement to follow at a later date
A supplier can refuse to ship or engage in the service(s) if we cannot agree to the contract language
Our T&Cs are listed at the purchasing website
Some contract examples/samples:
A document with signature lines (but no legal language)
An SOW between the supplier and the department
A fully executed document based on a contract or specific service agreement
Items we look for in Contract Language
1 – 19 are legal limitations.
While a contract may look like a simple Quote or SOW, there may be links to online Ts&Cs

25. Common Contract Questions

26. Samples 1. Simple Agreement No Terms

27. Samples 1. Simple Agreement No Terms

28. Samples 1. Simple Agreement No Terms

29. Samples 1. Simple Agreement No Terms

30. Common Contract Questions

31. PSSC Email addresses Area Email Dnodes Ocio
Dnodes
Ocio
OAA
All CIO and ODEE Dnodes
ESUE
All Enrollment Services and Undergraduate Education Dnodes
Grad School
All Grad School Dnodes (D3000, D3001, D3002)
John Glenn
John Glenn Dnode (D4240)
Libraries
Libraries Dnode (D3200)
OAA Admin
All OAA Admin Dnodes (D4009, D4200, D4201)
ODI
Diversity & Inclusion Dnode (D4207)
OHR
All Human Resource Dnodes (D4700, D4710, D4720, D4730, D4750, D4780)
OIA
All International Affairs Dnodes (D4232, D4235)
Outreach & Engagement
All Outreach & Engagement Dnodes (D5900, D5910)
Research
All Research Dnodes
Wexner
All Wexner Center Dnodes
ADMIN PSSC-Govt Affairs BF
All Govt. Affars
ADMIN PSSC-Board of Trustees
All Board of Trustees
ADMIN PSSC-Ofc of the President
All office of the President
ADMIN PSSC-Legal Affairs
All Legal Affairs
ADMIN PSSC-Univ Advancement UA
All University Advancement
ADMIN PSSC-Business and Finance
All Business & Finance
ADMIN PSSC-SL Advancement SL
All SL Advancement Operations
ADMIN PSSC-SL Tech Services
All Tech Services
ADMIN PSSC -SL FML
All Facilities, Management, And Logistics
ADMIN PSSC-SL Dining Services
All Dining Services and Regional Dining
ADMIN PSSC-SL Res Life & Housing
All Housing, Regional Housing, and Residence Life
ADMIN PSSC-SL Ohio Union
All Ohio Union, Student Activities
ADMIN PSSC-SL Rec Sports
All Rec Sports
ADMIN PSSC-SL Health & Wellness
Student Health Services, Student Wellness, Counseling & Consultation Services
ADMIN PSSC-SL Admin Support
Budget & Planning, Fiscal Support Svcs, CFO, SL Admin, CFTSOSL, Strategic Communications, and BuckID
ADMIN PSSC-SL Student Services
Student Health Insurance, Student Advocacy, Student Conduct, MCC, Off Campus, carreer Counseling, Buckeye Careers, Disability Services

32. Questions?

33. Thank You!