1. Purchasing and Distribution Services Procurement Updates FAR Meeting – July 2, 2015

2. PO Encumbrance Update FY14 PO Encumbrance – –Acct/Budget/Purchasing hired a Huron Consultant – –Analysis has been underway – several corrections have been tested with success (some encumbrances are corrected to date) – –Expect changes in budget overview as corrections are being made FY14 PO Encumbrance – –Acct/Budget/Purchasing hired a Huron Consultant – –Analysis has been underway – several corrections have been tested with success (some encumbrances are corrected to date) – –Expect changes in budget overview as corrections are being made

3. Preparing PO encumbrances for FY16 PO Encumbrance Cleanup (current FY) – –Review current open encumbrances for FY15 – –Send closing/liquidation requests by August 19 th via email to Purchasing (purchasing@utsa.edu).purchasing@utsa.edu – –Developed a campus query to help determine open encumbrances by Cost Center/Project ID Run Query: UTS_PO_OPEN_ENC_BY_CC Timeline for query to be released to campus users – TBD (validating data return before releasing to public) PO Encumbrance Cleanup (current FY) – –Review current open encumbrances for FY15 – –Send closing/liquidation requests by August 19 th via email to Purchasing (purchasing@utsa.edu).purchasing@utsa.edu – –Developed a campus query to help determine open encumbrances by Cost Center/Project ID Run Query: UTS_PO_OPEN_ENC_BY_CC Timeline for query to be released to campus users – TBD (validating data return before releasing to public)

4. Moving PO Encumbrances to FY16 PO Encumbrances Rolling into FY16 – –Purchasing will be moving open balances from FY15 to FY16 (time line – TBD) – –Currently testing process to ensure proper movement of encumbrance within budget periods PO Encumbrances Rolling into FY16 – –Purchasing will be moving open balances from FY15 to FY16 (time line – TBD) – –Currently testing process to ensure proper movement of encumbrance within budget periods

5. UT Supply Chain Alliance Procurement Contracts issued by UT System Supply Chain Alliance – –Competitively procured, can be used for purchase at any dollar threshold (under or over $5000) – –Deep discounts for UT components (more components participate, the better the overall discounts). – –Campus Rebates on some contracts, money back to UTSA for using specific contracts See handout for more detail Procurement Contracts issued by UT System Supply Chain Alliance – –Competitively procured, can be used for purchase at any dollar threshold (under or over $5000) – –Deep discounts for UT components (more components participate, the better the overall discounts). – –Campus Rebates on some contracts, money back to UTSA for using specific contracts See handout for more detail

6. 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

7. 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