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Purchasing Office Announcements

TIBH Industries is now WorkQuest!

In recognition of our 40th anniversary, we are excited to announce that TIBH Industries, Inc. is now WorkQuest, a name we feel embodies our mission to serve Texans with disabilities.

On this journey, we’ve forged a pathway, connecting people with meaningful employment opportunities, improving their quality of life and moving business forward in a profoundly meaningful way. Together, we have dared to imagine something bigger than ourselves. 

While our name has changed, our commitment to our mission—and to each of you—remains constant.

Together, we are WorkQuest!

Reminder: Invoices without PO Numbers (091818A)

As mentioned at the October 27th Bobcat Buyers Meeting, invoices received for payment without a PO number will be returned to the vendor by Accounts Payable and considered as disputed until the vendor provides a revised invoice with the PO number included.

Please ensure that when you are placing an order with a vendor you provide a PO number and remind them to include the number on the invoice. This will minimize the impact or delay they may experience if they provide an invoice without a PO number for payment. As vendors become more aware of the PO number requirement, they may request the PO number before accepting the order.

 

FedEx Service Alert (091218A)

We received a service alert email from FedEx. Please see the link below to access the email regarding service delays and disruptions.

FedEx Service Alert 09.12.2018

Scam Alert (090718A)

Please be on the lookout for emails coming in that are like the one below. THIS IS A SCAM. Please do not purchase anything they are asking. If you receive an email like this, please send and email to abuse@txstate.edu and attach the email to it. If you have any questions, please call the purchasing office or ITAC.


From: Dan Alden <president1@socal.rr.com>

To: XXX@txstate.edu

Date:

Subject: Request Today/ Purchase Card

 

l'll need you to run a quick task ASAP.

I want you to ge some gift cards for me in today at the store, Wallmart.

get back to me so I can let you know the type of gift card and denominations. 

P.S: I'm busy at the moment and cant take calls right now email me back.

Thanks

Sent from my Mobile Device


 

TSUS Marketplace Application Error  

Marketplace is experiencing difficulty with the links included in emails to facilitate approvals. This is not specific to Texas State but all institutions that use the email functionality. Jaggaer, the software provider is working to resolve the issue. We will keep you posted on their progress. In the meantime, please login to the Marketplace to execute your approvals.


 

FY 2018 YEAR-END CLOSING CALENDAR

 

As we approach the end of the fiscal year, it is important that all personnel who make routine purchases, process receipts, or monitor accounts be aware of scheduled transaction cut-off dates per the list below. FY 2018 financial transactions received on or before these dates will be receipted/charged against your FY 2018 budgets. If items must be processed against FY 2018, it is advisable for you to email (preferred) or hand-carry paper items to the office(s) designated below AND monitor the workflow for electronic documents to ensure they are processed by the deadlines.

 

Transactions received after the dates below will be receipted/charged against your FY 2019 budget.

 

TRANSACTION/DOCUMENT

DEADLINE
(Received by 5:00 PM unless otherwise noted)

 

RECEIPT OF GOODS/SERVICES (Submit within 3 working days of delivery)

Materials Management (MM), University Distribution Center, Phone: 5-2294

Goods Receipts Notification to MM and
Z-MIGO Entries by Campus Staff

NO LATER THAN Friday, August 31

 

PURCHASE REQUISITIONS & PURCHASE ORDERS
(SAP & TSUS MARKETPLACE)

Purchasing Office, J.C. Kellam 527, Phone: 5-2521

Last Day to Approve FY 2018 Requisitions

By 12:00 PM, Friday, August 17

Last Day for FY 2018 Modifications/Cancellations

By 12:00 PM, Friday, August 17

First Day for FY 2019 Creating/Approving Requisitions or Funds Commitments

Monday, August 20

 

INFORMATION TECHNOLOGY PURCHASES

Technology Resources (ITAC), MCS 262, Phone: 5-4822

Last Day to Purchase: Computers, Computer Parts, Printers, Printers, Software, and Telephones

Friday, August 10

Requests received after August 10 will be held until FY 19 funds are available, and per university policy, delivery will be delayed until on or after September 1, 2018.

 

PURCHASING CARD

Purchasing Office, J.C. Kellam 527, Phone: 5-2521

Transactions posted to the Citibank P-card account after August 25 will be automatically charged to the FY 2019 budget.

 

Saturday, August 25

 

 

VENDOR INVOICES and PAYMENT REQUESTS, including CONTRACTED SERVICES, VENDOR UPLOADS AND e-NPOs

Accounts Payable, J.C. Kellam 564, Phone: 5-2777

Last Day to Submit 2018 Invoices

Monday, August 20

Last Day to Submit 2018 Vendor and AP-2 Uploads

Monday, August 20

Last Day to Use a FY 2018 Fund on e-NPOs

Transaction must be approved and posted by Friday, August 31 or department will have to re-enter in FY 2019

First Day to Use a FY 2019 Fund on e-NPOs

Saturday, September 1

 

TRAVEL REQUESTS, FUNDS COMMITMENTS (FC), & REIMBURSEMENTS

Accounts Payable, J.C. Kellam 564, Phone: 5-2775

Last Day to Create FY 2018 Travel Requests/Funds Commitments (Not applicable for Grants as they are not fiscal year dependent)

Friday, August 17

First Day to Create 2019 Travel Funds Commitments (2019 Funds)

Monday, August 20

Create FY 2019 Travel Requests (TRAVELTracks)

Available Now

Last Day to Close FY 2018 Travel Requests/Funds Commitments:
Trips Completed in September-August

Due 30 days after the trip end date

TRAVELTracks and Funds Commitments Expense Reports

Due 30 days after the trip end date

Last Day to Submit FY 2018 Travel Reimbursements via e-NPO

Transaction must be approved and posted by Friday, August 31 or department will have to re-enter in FY 2019

 

CASH DEPOSITS/STUDENT ACCOUNTS RECEIVABLE

Student Business Services, J.C. Kellam 188, Phone: 5-6412

Departmental Deposits (Cashier’s Window)

By 4:00 PM, Tuesday, September 4

 

e-IDTs (Expense Corrections, Interdepartmental Transfers, and Internal Sponsorships)

Financial Reporting & Analysis, J.C. Kellam 549, Phone: 5-2541

FY 2018 Corrections: September-July

Monday, August 13

FY 2018 Corrections: August 1-31, 2018 and any other FY 2018 Transfers or Sponsorships

Transaction must be approved and posted by Wednesday, August 29 or department will have to re-enter in FY 2019

 

Ø Accounting questions should be directed to Lisa Braun, Director of Accounting.

Ø Purchasing questions should be directed to Dan Alden, Director of Procurement & Strategic Sourcing.

Ø Cash receipting questions should be directed to Lisa Allen, Director of Student Business Services.

Ø Receiving of goods and materials questions should be directed to Frank Gonzalez, Director of Materials Management and Logistics.

Ø 2019 Funds cannot be used for payments until after August 31.


Revised Request for Recurring Payments Form (052918B)

A revised Request for Recurring Payments form is now located on the PSS website. Click on the link provided in the prior sentence to access the form. The terms and conditions section of this form is vital for A/P to process payment on time as it includes the date ranges, amount to pay and payment due dates. The form must be attached to the purchase requisition for recurring payment to occur.

This form is required for any recurring payments such as car leases, office rental space, and Summer REU participants.

Do note that the upcoming 2018 Summer REU purchase requisitions will need the completed form attached. As mentioned above, this will ensure that payments are issued to the individuals in that program per the timeline that was communicated to them..

Vendor Numbers on Purchase Requisitions (042018A)

 

Please remember that it is never acceptable to use a vendor number that starts with a “6” that is six digits in length (e.g. 612345) on a purchase requisition. That number series is used for payee links tied to the main vendor record. For example, the payee link is used when another address (e.g. remit to address) is needed for sending check payments rather than to the main vendor address.

Remember there are some vendor numbers that start with a “6” that can be used on purchase requisitions. These numbers are NOT six-digits in length. Use the number of digits as the identifier between main vendor numbers and payee link numbers to help you with the selection of the correct vendor number on your requisition.

 

To avoid having your purchase requisition rejected for corrections, please update your procedures with a note that “6” payee link numbers (six digits) can never be used on purchase requisitions.

A New Version of the Vendor Forms is Now Posted

Please be aware that new vendor forms have been posted to the Procurement & Strategic Sourcing Website (http://www.txstate.edu/gao/procurement/). The forms have been separated between Individuals and Entities to help avoid confusion with notary requirements. All earlier versions of the forms should be replaced with the new version.

Beginning March 1, 2018, ONLY the new version of the vendor forms will be accepted.

Logistics Services Notice 011918A

Inbound and outbound shipping services will not be available with Broussard Logistics effective February 1st of 2018. However, Broussard Logistics will continue to be our strategic partner for international and hazardous shipments.

Inbound and Outbound:

For inbound shipments departments are advised to avail of “pre-pay and add” offered by our vendors for inbound shipments.   Please ensure vendors provide shipping cost FOB the University Warehouse on their proposal/invoice. Vendors will have access to State of Texas shipping rates through the following accounts:

FedEx 828957503

UPS 3Y2592

All vendors should utilize the above listed accounts for inbound and outbound shipping. Vendor shipping cost should not exceed these state rates.

Moving forward we will be exploring a one stop solution with options for inbound and outbound services for shipping packages and large freight.

FedEx Service Alert 011818A

We received a service alert email from FedEx. Please see the link below to access the email regarding service delays and disruptions.

FedEx Service Alert 01.18.2018

FedEx Service Alert 011718A

We received a service alert email from FedEx. Please see the link below to access the email regarding service delays and disruptions.

FedEx Service Alert 01.17.2018


FedEx Service Alert 011218A

We received a service alert email from FedEx. Please see the link below to access the email regarding service delays and disruptions.

FedEx Service Alert 01.12.2018


FedEx Service Alert 011118A

We received a service alert email from FedEx. Please see the link below to access the email regarding service delays and disruptions.

FedEx Service Alert 01.11.2018



Recalls 071317A

We have added a Recall tab to our website. Please make sure to visit our new tab often. We recently received letters from vendors regarding recalls on items. Below is the link to access the recall letters. We will continue to update this tab as needed and will also make an announcement on our RSS feed.

Recalls

BOBCATBuyers Meeting Presentation 062817A

We have uploaded the BOBCATBuyers meeting presentation from June 21, 2017. You can download the meeting presentation on the link below and by clicking on the month of the meeting.

BOBCATBuyers Presentations

New Website 061317A

We have recently updated our website. Please take a look at it and feel free to send us any feedback by filling out our form on the Feedback tab. If you are not subscribed to our RSS feed yet, we encourage you to do so. Announcements for the Purchasing Office will be posted on this RSS feed page. Instructions on how to subscribe are at the bottom of this page.

Welcome to our announcement page! 041917A

Announcements for the Purchasing Office will be posted on this page. Please subscribe to our RSS feed, so you will be informed of any new changes in a timely manner. Below are instructions on how to subscribe to our RSS feed.

Purchasing-RSS-Feed-Instructions.pdf

 

New Payee Substitute W-9 Form 122017A

Beginning January 1, 2018 a new “Payee Substitute W-9 Form” will be posted to the Procurement and Strategic Sourcing website (http://www.txstate.edu/gao/procurement/) for vendor and personal services setup/changes. All earlier versions of the form should be replaced with the new version. Starting February 1, 2018 ONLY the new version will be accepted.