Procurement and Payment Services

Procurement and Payment Services is dedicated to serving the University by providing support and assistance in the areas of buying and paying for goods and services. Our primary responsibilities include: contracts, purchase orders, invoice payments and reimbursements, credit card operations, travel services and other specialized campus programs.

In the Spotlight

Fiscal Year-End Closing Dates – FY17

To ensure procurement transactions are appropriately recorded, please refer to the suggested timeframes below.  PPS will process procurement transactions throughout the year. However, it cannot guarantee requests received after these dates will post in FY17.

  • Approved Purchase Requisitions and BuySite Purchase Orders should be submitted as early as possible to allow for vendor processing.  Approved invoices for purchase orders received by PPS before 5:00pm on June 9th, 2017 will post to FY17 ledgers.
  • ePayment Requests received earlier than 5:00pm on June 16th, 2017, with all required information and approvals, will post in FY17.
  • GEMS Expense Reports submitted and approved prior to 5:00pm on June 14th, 2017 will be accounted for in FY17.

Please note that July business transactions should not be submitted prior to July 1st, 2017.

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.

Uniform Guidance

The University has delayed the implementation of the Uniform Guidance Procurement Standards until July 1, 2017 as provided by the waiver of the procurement rules stated in COFAR FAQ, Section 110-6, released November 26, 2014.  In the interim, the OMB Circulars will apply to grants and cooperative agreements.
 

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.

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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 [pps@uchicago.edu].

View the news archive for past announcements.