Procurement Shared Service Center August 24 2017 Carmen

Procurement Shared Service Center August 24, 2017 Carmen Connect Webinar Audio – 1 -877 -820 -7831 code: 484159#

Procurement Shared Service Center 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. 2

Procurement Shared Service Center Agenda • PSSC Staff updates • Travel Reminders • Skilled Labor purchases 3

Procurement Shared Service Center Website • http: //u. osu. edu/pssc Staffing • No current updates. Still have a position open that we are working on getting posted with some changes. Next Call • September 21, 2017 @ 10: 00 AM 4

Procurement Shared Service Center Travel Discussion How to get your travel payment requests turned around as quickly as possible! • Submission of Travel Payment requests • Use the Travel payment worksheet on the http: //u. osu. edu/pssc/forms/ website (strongly preferred) • Organize and label your receipts • Include the business purpose if it isn’t clear • Put like receipts together • Include all receipts in one scanned PDF • Send only to your designated unit email account • Send each reimbursement request in a separate email and label the subject so that it clearly identifies the email as a travel reimbursement (include T# and travelers name) • Clearly label attachments on the e. Travel request so they can be easily identified 5

Procurement Shared Service Center Travel Discussion • All expenses should be included on the reimbursement form • Pcard • Third party payments • Prepayments • Travel dates and departure/return times should be updated to reflect the actual travel • If these deviated from the original booked airfare, an explanation in the additional information section should be included with the worksheet 6

Procurement Shared Service Center Travel Discussion • Taxi expenses • Must include a valid Business purpose for each trip (i. e. to the airport from the hotel) • Expenses related to trips to breakfast, lunch, or dinner are generally covered as part of per diem (there may be exceptions to this). • Receipts are not required for expenses under $50 but the detail of the trip is (business need and amount) • Itineraries/Agendas • These should be included on the travel request prior to approvals • It validates the dates of the trip and the estimated expenses are appropriate 7

Procurement Shared Service Center Travel Discussion • Flight Documentation • Flight itineraries are not required if using the contracted vendor but they are VERY helpful to us in processing your reimbursements • Flight itineraries and receipts ARE required if you purchase airfare outside of the contracted vendor • Per Diem • If a meal is provided by the conference, hotel, airline, business meal, etc, it is not eligible for per diem reimbursement. • Continental breakfast is considered a valid meal • Hors d'oeuvres cocktail receptions are not considered dinner meals • Per Diem amounts are typically determined by the location where the hotel stay is located. • There may be justification for alternate locations for per diem with an explanation 8

Procurement Shared Service Center Travel Discussion • Mileage (the current rate is $. 535/mile) • • • Must submit documentation supporting the mileage amounts (mileage log, Google maps, Mapquest, etc) Traveler should document locations to and from (i. e. left from home to destination and returned to work or left work to destination and returned to work, etc) The documentation (maps) needs to match the above description • Fly vs. Drive comparisons • If a traveler is choosing to drive to a destination that would normally be more economical to fly, a cost comparison MUST be done at the point of travel creation. This should include all estimated costs associated with flying to a destination. The University will reimburse the lesser of the two amounts (fly vs drive amounts) • Estimates should consider Flights, baggage fees, airport parking, ground transportation at the destination, and if multiple travelers are traveling together. 9

Procurement Shared Service Center Travel Discussion • • Vacation in conjunction with Business Travel • Comparison Flights or travel estimates MUST be provided at the time of booking • Airfare should be quoted for reasonable Business only travel itineraries and should be done at the same time as the airfare that is being booked for the extended portion of the trip • University will only pay or reimburse up to the lesser of the two amounts. Lodging Rates • Reminder that if it is not a conference hotel that the rate must be less than 1. 5 times the GSA rate for that location and month. • Between 1. 5 times the rate and 2 times the rate requires an explanation • 2 times the rate or more requires an exception • The rate is based on the room and not divided by the number of occupants 10

Procurement Shared Service Center Non-Contracted Skilled Trade Labor Purchases • • Continue to use preferred contractors for all skilled trade labor purchases to avoid delays If Non-contracted vendor must be used, they MUST agree, comply and sign the University’s skilled labor work agreement • • • Contractor must provide a quote with the scope of work, list of materials, and contact information Purchasing will request from the contractor a Certificate of Insurance naming the University (must be provided with each job) and their Bureau of Workers Compensation certificate along with the signed agreement Fully executed agreement will be uploaded to the e. Request by the Service Center Work can not start until the agreement is signed by all parties and the PO has been dispatched Detailed guidelines can be found in the contract book under skilled trades services: https: //purchasing. osu. edu/File. Store/Contract%20 Book/Skilled. Trades. pdf • 11

Procurement Shared Service Center Vendor Maintenance • • • Use only the most recent form from the Purchasing Website As of July 3, 2017 old version will not be accepted by Vendor Maintenance New vendors are highly encouraged to fill out the Electronic Funds Transfer page of the form to receive payments • • Vendor maintenance has been requesting justification for not supplying this information. Questions regarding Vendor Maintenance should be directed to Cris Penn(. 4) 8 -4940. 12

Procurement Shared Service Center Vendor Maintenance • • Standard Business Vendors – The Service Center will enter these into the vendor maintenance request system. The Vendor set up form can be sent to the unit email box or attached to the e. Request system. Individuals – To protect the data security of the SSN on the vendor maintenance form, we ask the departments to submit the vendor maintenance request in the system. The SC can do this but the SSN number should be redacted before sending it to us. We will then call you for the SSN as it should not be sent or stored electronically. 13

Title PO Closures • Start looking at open PO report • e. Reports Financials General Procurement Reports POB 101 DW-Purchase Order Report • Can run the report by the through Due date so that you capture any open PO before your selected Due date (I. e. 06/30/2017). Select the summary pivot report to get each PO that is open as one line on the report Select the detailed pivot report to have each line of each open PO appear on the report • • • Send Excel worksheets of the PO’s needing closed to your designated unit email box for the Service Center to Close 14

Procurement Shared Service Center Questions? 15

Procurement Shared Service Center Thank You! 16