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Purchasing and Distribution Services Procurement Updates

Purchasing and Distribution Services Procurement Updates. FAR Meeting – March 23, 2016. Purchase Order Encumbrance Review. Departments encouraged to run open encumbrance reports to view balances on PO’s. Queries to run: UTS_PO_OPEN_ENC_BY_CC – PO Encumbrance by Cost Center

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Purchasing and Distribution Services Procurement Updates

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  1. Purchasing and Distribution ServicesProcurement Updates FAR Meeting – March 23, 2016

  2. Purchase Order Encumbrance Review • Departments encouraged to run open encumbrance reports to view balances on PO’s. • Queries to run: • UTS_PO_OPEN_ENC_BY_CC – PO Encumbrance by Cost Center • UTS_PO_OPEN_ENC_BY_DEPT – PO Encumbrance by Department • UTS_PO_OPEN_ENC_BY_PROJECT – PO Encumbrance by Project ID • Send list of PO’s to be closed to the Purchasing Office email at purchasing@utsa.edu. • Focus on encumbrances for Budget Year 2016 only.

  3. GPO RestrictionsOrders $15K and above • Group Purchasing Organization accreditation requirements • Managed and monitored by UT System • Details of program pending board approval • UT System Limitation on GPO’s • Supply Chain Alliance • Department of Information Resource (DIR) • Educational & Institutional (E&I) • Premier Group Cooperative • Texas Multiple Award Schedule (TxMAS)

  4. Requisition Workshops – Copier Orders • Purchasing will be hosting copier discussion sessions tentatively planned for August. • Discussion Sessions will bring department and copier companies together to discuss new fiscal year services and contract obligations. • Departments should be prepared to bring prior year purchase orders and learn how to prepare new year requisitions. • Details will be sent as available.

  5. Purchasing Training Updates • Purchasing has updated both AM 580 / PS 202.02 classes with most up to date policy and system changes. • Employees encouraged to attend AM 580 to learn and understand new state and UT System policies. • Encouraged to attend PS 202.02 for a refresh of processes and system knowledge on creating requisitions.

  6. Contact Information • Primary:send an e-mail to Purchasing at purchasing@utsa.edu • Contact department assigned Procurement Specialist (click here for list) • Contact Front Desk at ext. 4060

  7. Resources: • Purchasing Website: http://www.utsa.edu/purchasing/index.cfm • Purchasing PeopleSoft Forms: http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm • Purchasing PeopleSoft Instructional Guides: http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm

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