In the Spotlight Archive

New Concur User Interface...Next Generation

New Look for GEMS

The continued evolution of the Concur Expense user interface experience is the result of thoughtful design and research that provides a modern, intuitive and streamlined experience for creating and submitting expense reports.

When is it coming?

The Next Generation Expense User Interface launched on October 1, 2022.  Read More

BuySite COVID Catalogs

Thank you for your support over the past two years!  The internal COVID catalogs have been decomissioned.  Please order general use items (masks and cleaning supplies) from the ODP Solutions LLC punchout and scientific items (gloves and other PPE) from Fisher Scientific punchout catalog.

Policy Changes and Updated Guidelines for Staff Travel and Purchasing

As University leadership continues to focus on the long-term financial health of the University and respond to the immediate fiscal needs resulting from the COVID-19 pandemic, I am writing to share updates on cost-saving best practices and staff policies related to travel and purchases. Additional information will be provided on our year-end 2020 financials and trajectory for the current fiscal year in the coming weeks.

The financial challenges created by the COVID-19 pandemic have been significant. While travel and entertainment expenses remain very limited in the current environment, additional non-personnel cost-savings steps are required. After thorough review and deliberation, the following cost-saving measures will take effect immediately for staff. Please refer to the University’s updated Policy 1202: Business Expense Management page and corresponding FAQs for more details. Unit leaders may implement similar guidelines for their entire unit (i.e., applicable to staff, faculty, and others) as required for budgetary purposes. Read More...

Coronavirus Updates

Guidelines and restrictions for in-person activities varies based on many factors. For more information, please visit the UChicago Forward website.

Please click here for a link to the most often asked questions and answers related to travel and meetings.

Audit of AP Payments by Broniec Associates

Broniec is actively performing a contingency based recovery audit of the AP payment records for FY16 to FY20.

Policy Changes and Updated Guidelines for Staff Travel and Purchasing

As University leadership continues to focus on the long-term financial health of the University and respond to the immediate fiscal needs resulting from the COVID-19 pandemic, I am writing to share updates on cost-saving best practices and staff policies related to travel and purchases. Additional information will be provided on our year-end 2020 financials and trajectory for the current fiscal year in the coming weeks.

The financial challenges created by the COVID-19 pandemic have been significant. While travel and entertainment expenses remain very limited in the current environment, additional non-personnel cost-savings steps are required. After thorough review and deliberation, the following cost-saving measures will take effect immediately for staff. Please refer to the University’s updated Policy 1202: Business Expense Management page and corresponding FAQs for more details. Unit leaders may implement similar guidelines for their entire unit (i.e., applicable to staff, faculty, and others) as required for budgetary purposes. Read More...

Coronavirus Updates

Procurement:  Please click here for a link to the most often asked questions and answers related to general procurement.   Click here for a link to the most often asked question and answers related to procurement of products for resumption of campus operations.

Travel:  Please click here for UChicago Covid-19 travel advisories and updates and click here for questions and answers related to travel and meetings.   

Uniform Guidance

The University’s implementation of the Uniform Guidance Procurement Standards became effective July 1, 2018 in conjunction with updated federal government regulations.

The federal government has recently issued clarifying guidance regarding formal competition thresholds.  Based on these clarifications, the University is able to adopt a new $250,000 threshold for the requirement of Formal Competition (an increase from the current $150,000).  The new limits governing our procurement processes (and associated documentation requirements) are highlighted in the table below.

Beginning on October 1, 2020 the following changes will be made to our procurement thresholds:

Launching Supplier Onboarding Tool

The University of Chicago has selected the PaymentWorks cloud-based software tool to both automate and strengthen controls related to the supplier onboarding process.  Using the PaymentWorks system, suppliers will submit their business information by completing an onboarding profile.  Once the profile is created, suppliers are responsible for maintaining and updating their profile information via the PaymentWorks tool.  PaymentWorks verifies the TaxID and address(es) provided in the profile in addition to performing sanction list searches.  Suppliers must receive an email invitation from The University of Chicago in order to access the PaymentWorks system; there is no charge to suppliers to use the system.

As part of the launch of the tool existing University of Chicago suppliers will be sent an email invitation to register business information through the tool.  The email invitation will be sent from “The University of Chicago (via PaymentWorks)” with the subject line: “The University of Chicago  – New Vendor Registration.”  Inviting existing suppliers to register through the PaymentWorks tool will allow the University to validate their current business information against our existing supplier master file data and allow suppliers the ability to update their business information online going forward.

Onboarding of all new suppliers to the University of Chicago will be done through the PaymentWorks tool. 

If you should have any questions, please contact the Shared Services HelpDesk at 2-5800 for assistance.

Additional information about PaymentWorks can be found at: https://www.paymentworks.com/

GEMS Card Duplicate Transactions – August 12, 2020

On 8/17/20, J.P. Morgan experienced an issue with their third party vendor, resulting in duplicate transactions and credits for the GEMS card program for transactions processed August 12, 2020.

Cardholder Impact

All impacted cardholders should expect to see a total of 5 line items for each transaction posted on 8/12/20. These 4 additional line items will have the same post date with different transaction IDs.

• Original transaction – missing addenda information
• Offset transaction – removal of bad data
• Corrected offset transaction – includes addenda data
• Error file offset transaction file – duplicate correction file sent in error
• Additional offset transaction – offset to error file sent

All charges and credits (5 total line items) will be pre-populated into cardholder GEMS accounts and must be reconciled on a GEMS report.  Please note that only one receipt (related to the original transaction) is required to be attached to the GEMS report.  Cardholders may reach out to Shared Services for assistance in preparing GEMS reports. 

We apologize for any inconvenience this issue may have caused and are working with JP Morgan Chase to resolve this situation and avoid future issues.

Changes to Financial Policy 1202

Effective March 1, the University is updating Travel Policy and Procedures (also called Financial Policy 1202) to ensure timely reconciliation of expenses and better compliance with IRS regulations. The updated policy clarifies restrictions related to grant accounts, streamlines University expense types, and provides clearer guidelines for faculty, other academic appointees, and staff regarding charging/reconciling their GEMS transactions. The policy also has been renamed Business Expense Management.  Read More...

New ServiceNow Form

A new ServiceNow form "PO Cancel/Modify" will be available beginning January 30th that will allow users to request BuySite purchase order (PO) modifications and cancellations. This form should be used in place of the "Ask a Purchasing/Payment Question" form. Please click here to view and or submit a request. The benefits of this form include automated routing to the FAS approver for increased PO values and the appropriate procurement team for action. This form also provides guidelines on what changes are allowed on a PO.

If you should have any questions, please contact the Shared Services HelpDesk at 2-5800 for assistance.

Notice to Suppliers: Fraudulent Purchase Order Email Activity

We want to alert you to an active email scam involving purchase orders and request for product quotations that purport to originate from The University of Chicago but are in fact fraudulent.  While The University cannot prevent this illegal actvitiy, we are actively working with law enforcement to investigate these fradulent email contacts.

We can share some common traits or themes of these fradulent emails that may help reduce risk to your company in becoming a financial victim of this scam:

[Read more]

Effective December 3, 2018: University of Chicago address and email change for PO invoices

Effective December 3, 2018, the billing email and mailing address for all University of Chicago Purchase Order (POs) has changed. In an effort to standardize the invoice process for vendors there is a new single bill-to address or email to process invoices. Please note this change does not impact University of Chicago Medical Center billing. We ask that you please update your records to note the new mailing address and email:

US Postal address:
The University of Chicago
P.O. Box 1017
South Bend, IN 46624

Email address: invoices@uchicago.edu

For assistance, please contact the University of Chicago Shared Services Office:

• University employees: email buysite-enhancements@uchicago.edu or call 773.702.5800
• Vendors: email vendorsupport@uchicago.edu or call 773.702.5800

For information on the campus impact, please click here.

BuySite Enhancements: PO Invoices will be visible in BuySite

The University of Chicago is updating BuySite, our online purchase order (PO) system, to improve the transparency to invoice approvals and payment status. All University PO invoices will be received at a single address and scanned into the system. BuySite will automatically match invoices to their corresponding PO and route invoices requiring approval to the appropriate local campus individual. Please click here to access the online training resources or to register for a training session.

If you have any questions, please contact the Shared Services Help Desk at 773.702.5800 or online at services.uchicago.edu.

Click here for additional information about BuySite Enhacements

Uniform Guidance

The University’s implementation of the Uniform Guidance Procurement Standards will become effective July 1, 2018 in conjunction with updated federal government regulations.

 In an effort to improve efficiency and expenditure oversight, the federal government is updating its procurement guidance for institutions that manage federal funds through grants and contracts.  The most visible aspect of the changes is an increase to the purchasing thresholds for competition and documentation requirements. 

Beginning July 1, 2018, procurement thresholds will be:

A complete summary of the changes is available here. 
A list of FAQs is available here.
A short informational video that highlights the key changes to the procurement process which can be accessed here.

If you have any questions, please contact the Shared Services Help Desk at 773.702.5800 or online at services.uchicago.edu.

Training opportunities are available!

• Introduction to Procure-to-Pay - Suggested pre-requisite for all Procurement System Training
• BuySite Fundamentals - University’s web Purchasing Application
• GEMS New User Training - University’s Expense Management Program
• Introduction to ePayment - University’s Check Request System

Click here to register.  For questions contact a Shared Services, Customer Resolution Specialist by dialing 2-5800 from your University phone.

Uniform Guidance

The University has opted to delayed the implementation of the Uniform Guidance Procurement Standards until July 1, 2018 as provided by the waiver of the procurement rules stated in2 CFR Part 200, released May 17, 2017.  Additional information regarding the extension is located at: https://s3.amazonaws.com/public-inspection.federalregister.gov/2017-09909.pdf. In the interim, the OMB Circulars will apply to grants, cooperative agreements, and all procurement transactions.

Fiscal Year-End Closing Dates (FY19)

The University of Chicago's current fiscal year (FY19) will end on Friday, June 28, 2019. Finance & Administration is providing the following guidance to encourage accurate accounting and transaction processing during the year-end close. For any questions, please contact the Shared Services Office at 773.702.5800 or online at services.uchicago.edu. Click here to obtain a copy of the year-end closing dates.

Audit of AP Payments by Broniec Associates

Broniec is actively performing a contingency based recovery audit of the AP payment records for FY13 to FY15.

Single-Use Account (SUA) Credit Card Payment Initiative!

Procurement Services is collaborating with JPMorgan Chase to provide Single Use Account (SUA) credit cards as an electronic payment option to the University's suppliers. This will provide suppliers with real-time access to their funds, including payment details and remittance information, via a secured email.

If you receive a supplier inquiry or have any questions or concerns regarding this program, please contact the Shared Services Help Desk at 773.702.5800, or submit your inquiry via the Ask a Procurement/Payment Question Form. The JP Morgan Supplier Recruitment team is available to support the suppliers through the enrollment process and answer any enrollment-related questions.  Additional information about the supplier enrollment campaign provided via the FAQ.

Supplier and Diversity Data Initiative

Procurement Services is collaborating with Viva USA Inc. to obtain additional Supplier and Diversity information from our University's suppliers. If you receive a supplier inquiry or have any questions or concerns regarding this program, please contact the Shared Services Help Desk at 773.702.5800 or submit your inquiry via the Ask a Procurement/Payment Question Form. Please click here to view an example of the email that was distributed to our suppliers.

GEMS International Transactions

Good News!
Starting Monday, August 6, 2018, a separate “International Transaction Fees” will no longer appear in GEMS/Concur.  The fee will be bundled into the transaction amount eliminating the current two-transaction process. Going forward for international charges, you will have single transaction charge to reconcile. This change should make reconciling a little easier for our international travelers!
Keep in mind, international transactions that occurred prior to August 6^th will still appear as two transactions, as shown in the image below.

Fiscal Year End '18 Deadline Dates

To ensure procurement transactions are appropriately recorded, please refer to the suggested timeframes below.  Shared Services will process procurement transactions throughout the year. However, it cannot guarantee requests received after these dates will post in FY18.

• Approved BuySite Purchase Requisitions should be submitted as early as possible to allow for vendor processing. 
• Approved purchase order invoices received by Shared Services before 5:00 PM on June 8, 2018 will post to FY18 ledgers. 
• ePayment Requests received earlier than 5:00 PM on June 15, 2018, with all required information and approvals, will post in FY18.
• GEMS Expense Reports submitted and approved prior to 5:00 PM on June 13, 2018 will be accounted for in FY18. 
• Payroll Fiscal Year End.

Please note that July business transactions should not be submitted prior to July 1^st, 2018.

For assistance, please contact the Shared Services Office at 773.702.5800 or online at services.uchicago.edu

GEMS Chip Card

The new GEMS chip card issued in February 2016  contains a small, embedded microchip, which will help improve the security and acceptance of the card in the U.S. and around the world. This new card will allow you to make purchases at merchants with chip-enabled terminals, as well as merchants with traditional terminals.

What Cardholders Should Know

1. Existing GEMS cardholders are not required to reapply to receive the new card
2. Departments and /or local units distribute GEMS cards in mid-February.
3. Changes to the card include
   *The card is blue in color
   *New expiration date and security code
4. To Learn More About GEMS chip-enabled cards see our FAQs

Once you receive your new GEMS chip card

1. Instructions will be enclosed with your card, providing guidance on how to activate and set your pin.
2. Please activate your card upon receipt of your card. Old GEMS cards will be deactivated by JP Morgan in March.
3. Provide the new expiration date of your card to suppliers that have recurring charges such as (subscriptions, or membership, etc.).

 GEMS Best Practices

If you've logged into the UChicago GEMS website in the past few weeks, you've had the chance to experience our new expense reporting site, hosted by Concur. The new site helps simplify the reconciliation and reporting process with new tools and a clean, user-friendly interface.

In addition to the site's makeover, we're providing users with some tools and reminders on GEMS Best Practices — a list of guidelines and advice meant to save you time and help ensure accuracy.

A few GEMS Best Practices include:

Avoid submitting multiple expense reports – create one expense report and continue to add transactions to it throughout the month. Travel should be reconciled and submitted for approval within 30 days of purchase – this includes airfare, hotel deposits, conference registrations, etc. Supporting documentation should be well organized – scanned receipts should be legible and all facing the same direction.

View all of the GEMS Best Practices here, or download this helpful [PDF] and post it at your desk.

If you have any questions about GEMS Best Practices, please contact the Shared Services Help Desk at 773.702.5800, or submit an Ask a Procurement/Payment inquiry form available on the online portal.

GEMS data is now available in Business Objects

Comprehensive GEMS reporting has arrived. Procurement Services and Business Information Services are pleased to announce that 14 reporting packages with 62 different reports on GEMS data are now available through Business Objects.

This new reporting capability will allow users to perform end-to-end reporting - from credit card swipe to final FAS reconciliation through newly unbundled transactions in subaccount 9913. We are also excited to offer broad analytic functionality including GEMS expense summaries, aging reports, turnaround reports, historical, and point in time reporting on your GEMS data, including the following updates:

• GEMS transactions are no longer summed into a single line item on ledgers. Each individual transaction is now displayed for easy tracking and reconciliation.
• Starting with the July ledgers, the new Trans Ref ID number began appearing on the ledgers. The Trans Ref ID number makes it possible to do the end-to-end reporting. The format of the FAS ledgers was slightly modified so the number is visible. Read more regarding the modification of the FAS ledgers.
• This newly expanded reporting capacity eliminates the current reporting system limitations and provides ad-hoc reporting that integrates FAS and GEMS data.

For more information, please visit https://itservices.uchicago.edu/services/gems-reporting-system

Click the link below to view a 5 minute Video on the New GEMS Reports

Introduction to GEMS Reporting

• What does the GEMS data warehouse contain?
• How is it secured?
• When is it updated?
• What reports are recommended?
• What reports are available?

Southwest Airlines New Discount Program

The University entered into a new Preferred Supplier Agreement with Southwest Airlines offering the following discounts for travel to/from Midway Airport, effective March 15, 2013:

8% Discount on Business Select Fares
5% Discount on Anytime Fares
(Wanna Get Away fares are not eligible for the discount)

To ensure your trip is credited as a University booking, and to receive the discount, your reservation must be booked through one of the following channels:

University's Southwest Airlines SWABIZ custom site
GEMS Concur Travel
Tower Travel Management

For additional program information, please visit the University's Southwest Contract Announcement.

United Airlines Renewed Discount Program

The University renewed its Preferred Supplier Agreement with United Airlines for travel effective April 1, 2013. Discounts vary per itinerary, depending on the city and the ticketed fare class. The discount program reduces the published rates by 2% to 15% on all U.S. domestic air fares and between 13% and 24% on many international itineraries.

To ensure your trip is credited as a University booking, and to receive the discount, your reservation must be booked through one of the following channels:

GEMS Concur Travel
Tower Travel Management

For additional program information, please visit the University's United Airlines Contract Announcement.

American Airlines Business ExtrAA Program

The University participates in the American Airlines Business ExtrAA program. This program is a complimentary business travel plan to help the University reduce its travel costs. Travelers will continue to earn individual AAdvantage® miles while the University builds its leverage with American Airlines. Travelers must add the Business ExtrAA account number 146114 on reservations booked directly through www.AA.com. For more information, please visit the University's American Airlines Business ExtrAA Program Announcement.

New Tower Travel Management Fees

Effective August 20, 2012 through July 31, 2015

Concur Travel Online Booking Fee - No Charge
Agent Assisted Reservations @ $20.00
 

Process Change for Bookstore Purchase Orders

Beginning on Monday February 20, 2012, a new process for management of BuySite purchase orders for the Barnes and Noble Campus Bookstores will go into effect:

• Barnes and Noble purchase orders will need to be created for the value of the merchandise being purchased – a 10% tolerance will be allowed
• The individual picking up the merchandise at the Bookstore will be asked to provide identification and sign for the receipt of the merchandise

Full details regarding these changes are provided in this attached [Memo].

Please remember the GEMS card remains the preferred purchasing method for the bookstores. BuySite purchase orders should only be utilized when a GEMS card transaction is not possible.

Recent Change to Open Skies Agreement for Travel to Europe

The Fly America Act affects which airlines you are allowed to utilize when traveling on U.S. federal grants and contracts.

Recent international treaties referred to as "Open Skies Agreements" provide a limited exception to the Fly America Act. In the United States-European Union Open Skies Agreement, travelers may use a U.S. flag airline or any European Union (EU) airline when traveling from the United States to EU countries.

The following link Fly America Act provides updated information on the federal regulation.

View the news archive for past announcements.

New Electronic Payment Initiative 

Procurement Services has partnered with JPMorgan Chase to provide new electronic payment options of ACH and credit card to the University's suppliers. This will provide suppliers with real-time access to their funds, including payment details and downloadable remittance information, via a secure, online portal.

If you receive a supplier inquiry or have any questions or concerns regarding this program, please contact the Shared Services Help Desk at 773.702.5800, or submit your inquiry via the Ask a Procurement/Payment Question Form available on the online portal, for supplier enrollment assistance. Additional information about the supplier enrollment campaign is provided via the FAQ.

Check Printing Process

FAQ - New Check Printing Process

New Preferred Dry Ice Supplier

Continental Carbonic Products has been selected as the new Preferred Supplier for dry ice. For detailed information about Continental Carbonic Products as well as ordering and payment options click here.

New Preferred Livery Service Providers

Procurement Services has awarded new Preferred Supplier Contracts effective December 5, 2010 through November 30, 2013. For detailed information about our selected vendors and their services click here.