Substitute W9 - New Vendor Request and Update Form

All,

Going forward – I have revised the forms for vendors to submit their new vendor and update information. Instead of 2 forms – there is now just one. It’s named “Substitute W9 – New Vendor Request and Update Form” under the Purchasing/forms section. One of the main changes is that RSU and the State of Oklahoma will be REQUIRING a 9 digit zip code for all vendors. If you notice that a vendor has not filled in their 9 digit zip code – you may refer to this website to update the information: http://zip4.usps.com/zip4/welcome.jsp. We will not be able to upload your new vendor to the State without having the proper zip code.

As also required in the past – vendors should be filling out this form. This is to ensure the information provided is indeed accurate before uploading to the State.
Thanks for your cooperation!

PO Encumbrances - 10% Overage No Longer Allowed

In the past, users were allowed a 10% threshold for overages incurred against a requisitioned purchase order. Based on advice received from our legal department as well as auditors, we are eliminating this 10% allowance. Going forward, ALL purchases and payments must be within the limits of a requisitioned purchase order amount. Memos accompanying a purchase order for payment will not be allowed.

Is the Blog Still Alive?

Yes - the RSU Purchasing Blog is still live and active. I just haven't had to send out any notices recently. Something popped in my mind the other day about travel requisitions... I know I've already emailed this to everyone, but thought I'd post it here for anyone needing it in the future.

Please always include the following on travel requisitions:

· Name of event
· Location
· Date
· Name of person(s) attending (if a student group is going, indicate group on requisition and/or if a RSU sponsor will be in attendance)

Correct Usage of Freight Expense Object Code

Please note that according to the State’s Object Code Manual, 3111 – Freight Expense has been deemed:

Payment for incoming and outgoing transportation charges that cannot be charged as part of the original cost of a commodity (e.g., specimens received by laboratories, hire of freight vehicles, United Parcel Service (UPS) shipping charges, etc.).

NOTE: Ordinarily, freight charges for delivery/shipping of a supply or piece of equipment are included under the same object of expenditure as the item of purchase.

In order to expedite your requisition approval process, please understand that you should only use this object code when making a payment directly to UPS, DHL, or other freight vehicle services. All other freight related expenses associated with shipping your purchased item(s) shall be coded with the same object of expenditure as the item of purchase.

OfficeMax Meet-and-Greet Times

RSU has entered into an office supply contract with OfficeMax, effective July 1. OfficeMax will offer on-line ordering of supplies, sales personnel available to visit with you to discuss your special needs, and desktop delivery of supplies.

On Friday, June 27, 2008, the Budget and Accounting staff will be hosting a morning and afternoon ‘Meet and Greet’ session at Herrington Hall - Room 146 to introduce the new OfficeMax team and discuss RSU’s new office supply purchasing initiative.

Morning Session: 9:30 a.m.
Afternoon Session: 2:00 p.m.

Please make an effort to be present at one of these sessions.

Linc and Terry from OfficeMax will be present to provide training for the online ordering system, distribute catalogs, and provide each department with User IDs which will provide access to the on-line ordering system.

I will be there to provide information about this new initiative and to answer any questions regarding the changes this will have on existing operating procedures.

Important End-of-Year Deadlines

The fiscal year end closing process and the establishing of the FY 2009 budget involves not only processes within RSU’s administrative systems, but also in the central service systems of the State of Oklahoma. As such, to ensure all year end processes are completed timely, please note the following comments and related calendar:

For the fiscal year ending June 30, 2008, the year end closing process will not allow us to process claims for payments between Friday June 27, 2008, 12:00 noon, and Thursday July 3, 2008, 12:00 noon. Accordingly, begin your year-end planning and review process now to ensure all required requests for payments are given due consideration.

Year End Processing Calendar:

Wednesday June 25, 2008 5:00 pm.: Requests for Payments due to Accounts Payable

Requests for payments submitted to Accounts Payable prior to this date and time will be prioritized and attempted to be paid before year end. Special consideration will be given to employee travel reimbursements, student activity travel advances, student stipends, and other time sensitive requests.

Please plan ahead if you need any items paid. Items received after this date and time will not be able to be processed until Thursday July 3.

Friday June 27, 2008 5:00 pm: All FY 2008 purchase requisitions due to Purchasing

Purchase requisitions must complete the approval cycle before this date and time, otherwise they will be rejected back to the author as incomplete. The year-end closing process will not complete if any purchase requisition remains in the queue in ‘pending-approval’ status. Thus, to proceed [non-completed purchase requisitions] will be rejected back to the author with a request to re-submit as a FY 2009 P.O. after the new fiscal year is opened.

Thursday July 3, 2008 12:00 noon: Fiscal Year 2009 Open for Business

At this time, we anticipate the new FY 2009 budgets will be available for purchase requisitioning. Authors and Approvers will be able to access their respective FY 2009 accounts at this time. Copies of the FY 2009 departmental budgets will be distributed via campus mail on Friday, June 27 to respective department heads.

Also, please continue to review outstanding purchase orders and close those which have no outstanding payments due. Further, please attempt to close FY 2008 purchase orders as soon as possible after year end (as invoices are received and approved for payment). Timely closing of purchase orders will assist in the final accounting for the fiscal year.

No More "Print Screen" Button Please!!

Many of you (requisition authors) use the "Print Screen" button to print a copy of your requisition before exiting out to the main screen. However, this randomly causes your requisition to go to Never-Never-Land. Sometimes it kicks you out of ADMIN and sometimes you never know that it is messed up. You just call me wondering where your Purchase Order is. I then have to go in and manually fix your requisition in order for it to move to the next approver in line.

The best way to get around this is to use the Print Requisition feature within DPS. Do do this... enter your requisition as normal (no print screens during or after input). F10 back to main menu to allow requisition approver records to write to the file.

Access the Requisition Entry screen by selecting the “REQ” keyword from the DPS Main Menu. With the appropriate folder selected and the cursor at the “Requisition #” prompt on the requisition Entry screen, use the F9 key or the options menu to select the desired document. The screen is filled with the data related to the document selected. The first detail line of the document is highlighted.

After selecting the requisition, press F8 to display the options menu and select “6) Print This Document,” or type /PRINT and press RETURN.

If the default response of “YES” is accepted, the document prints directly to the printer attached to the computer. To print to a queued printer, type “NO” and the system responds with the following prompts.

Print Queue: Default printer
Paper Type: Default paper type

Press RETURN to accept the default responses. If a different printer and/or different paper type is desired, press the BACKSPACE key until the default answer is removed; then respond to the prompt by entering the desired printer and/or paper type. After you enter responses to the prompts, the system prompts for the type of report to print. Use the UP ARROW or DOWN ARROW on the keyboard to highlight "Requisition Draft Form".