Procurement Shared Service Center January 19 2017 Carmen

Procurement Shared Service Center January 19, 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 • • Staffing updates Pcard Office Updates Coca-Cola Beverage Contract Travel Workshops Travel Mileage Rate change Website updates Reminders 3

Procurement Shared Service Center Website • http: //u. osu. edu/pssc Staffing • • • Brian Van. Vranken has left the University as of December 16. Jessica Feng has accepted a new position in University Advancement’s Marketing department as of January 6 Debi Le. Pera will be joining the Office of the President as of February 1. Angela Britton has been promoted to the Finance Coordinator Position. Angella Brown will be joining our team on January 30 th. There will be postings for both the Finance Coordinator and Finance Assistant positions that we have open. Next Call • February 16, 2017 @ 10: 00 AM 4

Procurement Shared Service Center Pcard Office Updates • Fax # has been closed • Highly encouraged to use the Docu. Sign Maintenance Forms and Applications • • Both forms can be found at this link http: //controller. osu. edu/forms. shtm#pc_maint 1 Must have Docu. Sign sender access which can be requested by taking the Docu. Sign Sender Training (e. Signature Sender) in Buckeye. Learn • Pcard office email - pcard@osu. edu • Pcard office has changed offices slightly within Blankenship. They are now located in 2070 Blankenship Hall (from 2008 Blankenship Hall). 5

Procurement Shared Service Center Coca-Cola Beverage Contract Reminders • Coca-Cola has exclusive beverage pouring and distribution rights on the Columbus Campus. • • All beverages sold, distributed, dispensed, served or sampled at or on campus, or by University via off-campus catering, will be products Distributed by Coca. Cola. Competitive products will not be sold, distributed, dispensed, served, or sampled at the campus or in connection with the University, the Campus, or the University Marks in any way or at any time during the term of the agreement. Mixer products (tonic water, soda water, ginger ale) can be served so long as Coca-Cola does not have a similar product that they distribute Personal Consumption – Faculty, staff, students, and visitors are not prohibited from bringing competitive products to campus for personal consumption (i. e. not for the office party). 6

Procurement Shared Service Center Coca-Cola Contract restrictions • What is considered a competitive product under this agreement? • All nonalcoholic beverages, whether cold, hot, ambient or frozen, carbonated or noncarbonated, branded or non-branded, and/or naturally or artificially flavored or sweetened. Specifically: • Carbonated soft drinks • Frozen or soft frozen beverages (soft frozen lemonades or fruit juice products consumed through a straw or with a spoon • Mixers • Bottled/packaged waters (flavored or sweetened incluced) • Fruit and/or vegetable juices and drinks • Ready-to-drink chocolate based drinks • Ready-to-drink tea and coffee • Sports/isotonic drinks • All beverage bases from which the above can be prepared (such as bases, concentrates, syrups, powders, and/or Crystals 7

Procurement Shared Service Center Coca-Cola Contract restrictions • What is not considered a competitive product under this agreement? • Branded or unbranded hot coffees or teas freshly brewed onsite • Non-branded juice freshly squeezed on-site • Milk, • Flavored milk, hot chocolate drinks • Nonalcoholic beer or wine • Non-carbonated, non-flavored, non-sweetened spring or filtered water dispensed from a standup water dispenser in five gallon or larger sized jugs or bottles • Tap water 8

Procurement Shared Service Center Coca-Cola Contract restrictions Available products through Coca-Cola: http: //purchasing. osu. edu//File. Store/Contract%20 Book/2014%20 Coca. Cola%20 Brands%20 for%20 Contract%20 Book. pdf • This list has most but not all products available through Coca-Cola • Also can use http: //www. coca-colaproductfacts. com/en/coca-colaproducts/? products=all Common Mistakes when purchasing beverages with University funds: • Juices are purchased that are not Minute Maid, Odwalla or Simply Orange • Powdered drink mixes that are not Coca-Cola Branded are considered a competitive product (i. e. Crystal Light, powered lemonade, etc) • Just because Coca-Cola doesn’t have a specific product doesn’t mean it’s allowable • Bottled water must be Dasani, Smart. Water, or Vitamin. Water 9

Procurement Shared Service Center Travel Workshops 2017 BUSINESS TRAVEL WORKSHOP SESSION DATES ANNOUNCED The Ohio State University Travel Office is pleased to announce the dates for the 2017 Business Travel Workshop Sessions. Each day will include a session of the Introductory Travel Workshop and the Advanced Travel Workshops will be offered the following dates in 2017: • Monday, February 27 and Tuesday, February 28 • Tuesday, August 15 and Wednesday, August 16 • Tuesday, November 14 and Wednesday, November 15 Location and registration information will be provided via News. Link and available at Buckeye. Learn four to five weeks prior to each scheduled session. Please note that session dates are subject to change. 10

Procurement Shared Service Center Mileage rates • • Reimbursable mileage rate for 2017 has been decreased to $. 535 per mile from $. 54 per mile. If you have travelers who need to claim a mileage reimbursement that crosses the calendar year, calculate the miles in 2016 & 2017 separately. Document the calculation and enter the amount in the other fields of the Post trip worksheet. 11

Procurement Shared Service Center Accounts Payable Updates • The Central Accounts Payable office will be relocating to the PRSM building, 2650 Kenny Road effective December 1, 2016. • Please remind vendors to send invoices directly to Accounts Payable and update their bill to address as follows: OSU Central Accounts Payable 120 Stores and Receiving Building 2650 Kenny Road Columbus, Ohio 43210 12

Procurement Shared Service Center Website Updates • Pcard Reallocator and Approver lists have been updated • Travel Post-Trip Expense report has been updated to reflect the default value of the new mileage rate. 13

Procurement Shared Service Center Reminders • • • Review open PO’s for open encumberances, send a list in Excel to your departments email inbox for the PSSC to request closure. Continue to review Match Exceptions and work with the Finance Coordinator assigned to your area to help resolve Please upload Pcard Receipts as quickly as possible after the transaction so that we can reallocate & approve those transactions before the deadlines. Please don’t wait until the last couple of days to upload your receipts for that month. 14

Procurement Shared Service Center PSSC Email addresses Area Ocio ESUE Grad School John Glenn Libraries OAA Admin ODI OAA OAA Dnodes All CIO and ODEE Dnodes All Enrollment Services and Undergraduate Education Dnodes All Grad School Dnodes (D 3000, D 3001, D 3002) John Glenn Dnode (D 4240) Libraries Dnode (D 3200) All OAA Admin Dnodes (D 4009, D 4200, D 4201) Diversity & Inclusion Dnode (D 4207) ADMIN-research. fiscalservice@osu. edu ADMIN-wexner. fiscalservice@osu. edu ADMIN-Govaffairs. pssc@osu. edu ADMIN-BOT. pssc@osu. edu Admin-President. pssc@osu. edu ADMIN-Legal. Affairs. pssc@osu. edu ADMIN-Univ. Advancement. pssc@osu. edu ADMIN-Busfin. pssc@osu. edu ADMIN-SLAdvancement. pssc@osu. edu ADMIN-SLTech. Serv. pssc@osu. edu ADMIN-SLFML. pssc@osu. edu ADMIN-Diningservices. pssc@osu. edu ADMIN-Housing. pssc@osu. edu ADMIN-Ohio. Union. pssc@osu. edu ADMIN-Rec. Sports. pssc@osu. edu OAA OAA OAA BF BF UA BF SL SL All Human Resource Dnodes (D 4700, D 4710, D 4720, D 4730, D 4750, D 4780) All International Affairs Dnodes (D 4232, D 4235) All Outreach & Engagement Dnodes (D 5900, D 5910) All Research Dnodes All Wexner Center Dnodes All Govt. Affars All Board of Trustees All office of the President All Legal Affairs All University Advancement All Business & Finance All SL Advancement Operations All Tech Services All Facilities, Management, And Logistics All Dining Services and Regional Dining All Housing, Regional Housing, and Residence Life All Ohio Union, Student Activities All Rec Sports ADMIN PSSC-SL Health & Wellness ADMIN-Stu. Health. pssc@osu. edu SL Student Health Services, Student Wellness, Counseling & Consultation Services ADMIN PSSC-SL Admin Support ADMIN-SLAdmin. Support. pssc@osu. edu SL Budget & Planning, Fiscal Support Svcs, CFO, SL Admin, CFTSOSL, Strategic Communications, and Buck. ID ADMIN PSSC-SL Student Services ADMIN-SLStudent. Serv. pssc@osu. edu SL Student Health Insurance, Student Advocacy, Student Conduct, MCC, Off Campus, carreer Counseling, Buckeye Careers, Disability Services OHR OIA Outreach & Engagement Research Wexner ADMIN PSSC-Govt Affairs ADMIN PSSC-Board of Trustees ADMIN PSSC-Ofc of the President ADMIN PSSC-Legal Affairs ADMIN PSSC-Univ Advancement ADMIN PSSC-Business and Finance ADMIN PSSC-SL Advancement ADMIN PSSC-SL Tech Services ADMIN PSSC -SL FML ADMIN PSSC-SL Dining Services ADMIN PSSC-SL Res Life & Housing ADMIN PSSC-SL Ohio Union ADMIN PSSC-SL Rec Sports Email ADMIN-cio. fiscalservice@osu. edu ADMIN-esue. fiscalservice@osu. edu ADMIN-gradschool. fiscalservice@osu. edu ADMIN-jgi. fiscalservice@osu. edu ADMIN-libraries. fiscalservice@osu. edu ADMIN-oaa. fiscalservice@osu. edu ADMIN-odi. fiscalservice@osu. edu ADMIN-ohr. fiscalservice@osu. edu ADMIN-oia. fiscalservice@osu. edu ADMIN-oe. fiscalservice@osu. edu 15

Procurement Shared Service Center Questions? 16

Procurement Shared Service Center Thank You! 17