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Greetings and welcome to the Fall 2022 newsletter from your Purchasing department— serving the University of Miami's academic and research communities. In this edition, you will find new information about training sessions for Purchasing and Corporate Cards, Workday enhancements to help streamline manual processes, Supplier Diversity spend by department to help you increase your spend with minority suppliers, and additional tips and information to facilitate your business life.
We are very interested in hearing from you. If you have any questions, need assistance, or have a great idea, please contact us. Our goal is to provide exemplary customer service.
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Purchasing has joined forces with the South Florida Anchor Alliance to expand our diverse supplier initiatives. There are many anchors, such as UM, Baptist, Florida International University, counties, hospitals etc., holding monthly meetings to exchange ideas and brainstorm solutions. Our latest success was receiving a grant from the Health Foundation of South Florida for $1.2 million to fund the Regional Marketplace, a software portal in a pilot project for 10 anchors. The portal will enable us to share bidding opportunities for minority suppliers, and it will include all the anchors' minority databases. We are thrilled to be the first organization to go live using this software.
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Workday Supplier Diversity Announcements and Tip Sheets are available. Find additional resources to locate diverse suppliers and help make an impact. For assistance, please contact the Supplier Diversity team.
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Find diverse suppliers that are already active in Workday and view current bid opportunities. Visit the Supplier Diversity website for more information.
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Jaya Bhagchandani is a Sr. Contract Specialist, responsible for negotiating contracts. She reports to Maita Beguiristain.
Kelly Grym is a Sr. Contract Specialist, responsible for negotiating contracts. She reports to Maita Beguiristain.
Pedro Silva is a Supply Chain Analytics Analyst, responsible for supporting the Supply Chain Data Team. He reports to Boyd Bartow.
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When paying with University funds, the commodity being purchased will determine the payment request process. Save time by understanding when to submit a "New Supplier Request" form to onboarding a purchase order supplier versus when to create a "Supplier Request" to process a non-purchase order payment. Despite the similar names, these processes are very different. Processes comparison.
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Prior to onboarding on a new supplier:
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Take the next step in building your purchasing skill set by learning about Purchasing processes and related tasks. The following classes and drop-in labs are now available in ULearn.
- Supplier Diversity
- Purchasing 101
- Supplier Onboarding Drop-In Lab
- Coming Soon—Purchase Order Contracts
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Before closing a PO, confirm all invoices have been paid. If you are unable to close the purchase order, reach out to your Cost Center Manager or those with the Procurement Data Entry Specialist (PDES) security role for assistance. Purchase orders (PO) that have not been closed by a department will appear on the fiscal year-end financial report. For assistance closing a PO, contact the Purchasing Help Desk.
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Learn when to use a Purchase Requisition, PCard, Travel Card, or Expense Reimbursement. Team members from Purchasing and Accounts Payable have revised this document and added more information to help with the proper payment selection. End users can quickly view grouped commodities, examples, and exemptions. View the Payment Matrix.
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Corporate Card Services will be hosting a series of virtual town hall meetings. The sessions will provide valuable information to both PCard and Travel Card holders. Representative from Corporate Cards Office, Purchasing, and Supply Chain will be present. Register today
- Wednesday, March 2 from 11 a.m.-12 p.m. – Academic
- Wednesday, March 28 from 2-3 p.m. – Academic
- Wednesday, March 15 from 2-3 p.m. – MSOM & UHealth
- Wednesday, April 11 from 2-3 p.m. – MSOM & UHealth
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The IT department provides the structure and oversight needed to accomplish effective integrations of technology into University operations. A Demand request must be submitted by the requesting department to the respective campus IT department prior to purchasing many items. View examples.
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The Corporate Card Services office will be notified if a cardholder has been approved for a leave of absence. Please be advised that, while the cardholder is on leave, their Purchasing Card or Travel Card must be suspended. Learn more.
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Transactions generally appear in Workday within three to five business days. Please make sure all verifications or expenses are completely approved prior to 61 days or the card will be suspended until transactions are completely approved.
It is highly recommended that cardholders/submitters check Workday at least once a week, then start the reconciliation soon after to avoid possible delays with the approval process.
Account reinstatement is not automatic. A cardholder’s supervisor will need to send an email approving reinstatement to pcard.ap@miami.edu or travelcard.ap@miami.edu. View the checklist.
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Stay current with the latest policies and procedures that could affect your transactions from being completed or approved by the Corporate Cards Office or Disbursements. For a quick view of the most recent communications, see What’s New with PCards and What's New with Travel Cards.
For a more detailed list of commodities and authorized payment types, view the Payment Matrix. Be sure to provide merchants with the University of Miami Tax Exempt Number at the time of purchase. Failure to do so could cost the end-users time and money. Refer to the Purchasing Card and Travel Card websites for guidelines.
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- Personal charges
- Flash drives, software, computers, and computer hardware
- Storage rentals (Real Estate Office)
- Rental equipment
- Gift cards
- Expenses submitted after 12 months
- Incidental expenses (e.g., taxi, public transportation) without receipts cannot exceed $75 in total per trip
- Life events such as birthday parties and baby/wedding shower expenses
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Before creating a requisition, check out the University-wide agreements and major contracts, including IT-related suppliers:
- Bottled Water - Canteen
- Coffee - Canteen
- Desktop Computers, Laptop Computers, and Software - Dell
- Laboratory and Medical Gasses - Airgas
- Office Supplies - Staples
- Research and Laboratory Supplies - VWR
- Secure Document Destruction - Shred-it
- Secure Document Storage - Iron Mountain
- Water Coolers and Jugs - Blue Triton
- Translation Services for non-Medical Documents (Parent Contracts):
For questions regarding contracts, contact Tonya Rainey, Sr. Contract Specialist.
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Medical gases cannot be ordered without a valid prescription. The State of Florida has an exemption process for those qualified persons who need to order the gases for research purposes.
To avoid delays in obtaining the Exemption Letter, submit applications four months in advance. Airgas cannot deliver the gases unless it has a copy of the letter on file. Apply today.
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Shred-It is the University's supplier for secure destruction of confidential material. Sensitive paper such as contracts, hiring documents, and financial documents can be placed in the bins. View the Shred-It Bin guide to see which items are allowed in the bins.
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When looking for a new product or supplier for laboratory supplies, please first check the VWR catalog in UMarketplace. VWR carries over 3,000,000 products. View resources.
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It is a conflict of interest when University personnel uses their positions for purposes of obtaining private gain for themselves or others, such as those with whom they have family, business, or other ties. Review the Supplier Onboarding policy.
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We understand the importance of good financial reporting to help departments understand their spending. They help managers stay on budget by clarifying problem areas as well as pinpointing ways to save money. To request a report, contact Pedro Silva or Anitha Raghavendrarao to request a report.
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For computer hardware and accessories, UM has competitive catalogs in UMarketplace:
- Dell
- Apple
- CDW-G
- Connection (previously PC Solutions)
- Cisco (contact UMIT/UHIT)
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To help expedite computer hardware and software orders, contact the following:
- Software requires prior approval from IT – UMIT/UHIT.
- Spend Categories – When creating a requisition for hardware or software, please use the correct spend category. For example, computer equipment is considered "Capital" when the cost is $5,000 or more and has a life span of over a year.
- Computer Hardware & Software Non-Capital – SC08235
- UM-Owned Movable Capital Equipment – SC09427
- Computer Accessories – SC08240
- Computer Maintenance Agreement – SC008551
- Expendable Minor Equipment – SC08226
- Licenses – SC08720
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Due to worldwide supply chain issues, the University is experiencing the following: long lead times, shortages of goods, increased demand, increased prices, and quantity restrictions. Nitrogen, Helium, and cardboard boxes are some examples of high demand products that are difficult to obtain. For assistance finding alternate suppliers, please reach out to the Purchasing Buyers.
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To comply with federal mandates, the UM Export Control Office is essential when reviewing departmental requests to send goods into or out of U.S. territories. Some items could potentially be useful for purposes that are contrary to the interest of the exporting country. These items are controlled. For assistance with clearance and to avoid delays and fines, view Export Control's purchasing resources.
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A Workday purchase requisition enhancement has been implemented to automate process requirements for federal awards. After submitting a requisition with a federal grant, end users will be automatically prompted to complete the required form. This eliminates the need to rely solely on attachments.
The state grant form is coming soon!
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For assistance setting up a departmental freight account or for general shipping questions, reach out to our Purchasing experts Renee Wendeln and Nora Armas. Examples of some major carriers include FedEx; DHL; OptiFreight; and UPS.
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When leasing equipment, send the quote, and terms and conditions to Julia Morales, Director of Treasury, to obtain competitive pricing. To expedite processing, attach the benchmark document to the purchase requisition. Learn more about the New Equipment Lease Process.
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Purchasing assisted the Office of Parking & Transportation with acquiring the first on-campus electric cars. The state-wide vehicle search was extensive. UM is excited to be a part of the Green Initiative to reduce carbon emissions on campus.
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Purchasing is now scheduling departmental Q&A sessions custom to your department. To schedule a session for your department, please email Ignacio Calle.
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Avoid throwing away single-use batteries and copier toner cartridges. Green U is partnering with E-Scrap, a local recycler with 25 years of experience in the field. New single use battery recycling bins will be installed on campus in the fall. Once you reach a maximum of 30 batteries, place your pickup order with greenu@miami.edu. When copier cartridges are changed, make sure to recycle. To learn more, visit miami.edu/recycle.
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