Procurement Services provides integrated solutions to enhance the University's Procure-to-Pay experience. This includes establishing contracts, creating purchase orders and administering the credit card program, travel services and other specialized campus programs.
In the Spotlight
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 733.702.5800, email email@example.com, 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.
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.
BuySite Enhancements Now Live
As of February 26th, 2018, the Procurement Services and the Shared Services Office implemented a new approval structure within BuySite, in addition of new forms, to ensure greater consistency and transparency across financial systems.
The enhancements include:
- Workflow changes that realign requisition approval structure to ensure that purchases are approved by an account authorized signer and accommodate additional approval steps if needed.
- Implementation of new digital forms to reduce paper including a digital Standing Order form to pay
multiple or recurring invoices from the same vendor, and a form for rare instances where a purchase order is needed after goods or services are already received.
BuySite resources, including a self-guided online training course, can be found here. If you have any questions, please contact the Shared Services Office at 773-702-5800 or submit an inquiry through the Shared Services online portal.
In preparation for BuySite enhancements taking place, we encourage users to take the self-guided online training courses called What’s Changing in BuySite, which is available on Canvas for Requesters and Approvers.
If you submit requests to purchase goods or services, we recommend you register for the What’s Changing in BuySite—Requesters course. If you approve these requisitions, we recommend you register for the What’s Changing in BuySite – Approvers course.
To access the training courses:
- Please log in to Canvas with your CNetID.
- Next, enroll in each course by selecting What’s Changing in BuySite – Approvers and/or What’s Changing in BuySite – Requesters from the Courses section under the left panel navigation.
- From there, select Assignments to watch each training video. Please reference the attached Job Aid to help guide you to the course assignments.
If you prefer, a 90-minute in-person training will be offered as an option beginning February 6, 2018. Please note, this in-person training is geared toward the BuySite enhancements and will not review BuySite 101; which covers the fundamentals of creating and approving requisitions in BuySite. Click here to register for training.
To learn more about the benefits of BuySite workflow enhancements and new forms, please visit the February 2018 BuySite Enhancements. If you have any questions regarding training, please email BuySite-Enhancements@uchicago.edu.
Procurement Services and the Shared Services Office are partnering together to rollout enhancements to BuySite workflow and forms in February 2018. In advance of any system changes, more information will be distributed via email in early January 2018 regarding training registration and support resources. For more information [Click Here]
On Saturday, October 21st the URL address of the BuySite login website will be changing in order to migrate to the university’s single sign-on functionality to further enhance network security and protect our information. For more information [Click Here]
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.
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.
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.
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.
If you have any questions about GEMS Best Practices, please contact the Shared Services Help Desk at 773.702.5800, email firstname.lastname@example.org, or submit an Ask a Procurement/Payment inquiry form available on the online portal.
View the news archive for past announcements.