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SWaM Business Enterprise Day August 16

Good morning:

You are receiving this informational email because you are a client of Procurement and Supplier Diversity Services.  For additional questions relating to SWaM Business Enterprise Day, contact Jack King at jek7s@virginia.edu.


Procurement and Supplier Diversity Services is hosting a Small, Women, and Minority (SWaM) Business Enterprise Day on August 16, 1:00-4:00 p.m., in Newcomb Hall Ballroom.  We invite you to join us in getting acquainted with 21 well-established, multi-million dollar, non-construction SWaMs and the services they offer.  Participating vendors will come from across the U.S. to promote their services and products.

The following SWaMs have graciously accepted our invitation to showcase:
•    Air Filters, Inc. (http://airfiltersinc.com/)
•    Buckingham Greenery (http://buckinghamgreenery.com/)
•    Creative Office Environments (http://www.creative-va.com/)
•    Daycon (http://daycon.com/)
•    DriveSavers (http://www.drivesaversdatarecovery.com/)
•    Dunmar Moving & Storage (http://www.dunmar.com/)
•    Ford Resource Group (http://fordresourcegroup.com/)
•    Government Scientific Source (http://www.govsci.com/)
•    GovSmart (http://www.govsmart.com/)
•    Hayes Group (http://www.hayespr.com/)
•    KleaneKare (http://kleanekare.com/)
•    Millennium Security (http://milleniumsecurityservice.com/)
•    PhotoWorks (https://photoworksgroup.com/)
•    Porter Scientific (http://porterscientific.com/)
•    PrimCorp (http://www.primcorp.com/)
•    PSI International (http://www.psiint.com/)
•    Shine System and Technologies (https://shinesystech.com/)
•    SocialVention (http://socialvention.com/)
•    Storyware (http://storyware.us/)
•    Teya Tech (http://www.teyatech.com/)
•    TK Promotions (http://www.tkpromotionsinc.com/)


In addition to the 21 firms, representatives of the 11 Virginia Association of State College and University Purchasing Professionals (VASCUPP) members, of which UVa is a member, will be in attendance, along with regional procurement groups in Charlottesville and surrounding areas.  

We do hope you will join us.  If you have questions, please contact Jack King by telephone at 924-0688 or by email at jek7s@virginia.edu.

Food and Meals Retail Sales and Use Tax Exemption Policy Change

June 13, 2016

Good morning:

The State of Virginia’s Department of Taxation has changed its policy regarding the application of Retail Sales and Use Tax to catering and other services related to purchases of food and meals by the University.  The tax bulletin may be found here: http://www.tax.virginia.gov/sites/tax.virginia.gov/files/TB_16_3_Nonprofit_Meals_Bulletin.pdf


State sales tax no longer applies to meals purchased for University purposes under the following conditions:
•         The food, meal, or catered meal furthers a function, mission, service, or purpose.
•         The charge is invoiced to and paid for by the University – not reimbursed to an employee.
•         The University determines to whom, when, and how the meals or food are served and consumed.

Procurement and Supplier Diversity Services (PSDS) has informed its Catering Concierge, America-To-Go (ATG), of these changes and will ensure that invoices from ATG catered events do not include state taxes.  PSDS highly encourages use of ATG to facilitate compliance with this new tax regulation.  Please click on the following link for the catering contract page:  http://www.procurement.virginia.edu/pagecontracts&category=Food%2FFood+Equipment#Catering.


The Department of Taxation is working to provide a new Tax Exempt Form to the University.  In the meantime, we suggest using our current Tax Exempt Form and the tax bulletin to communicate our tax exempt status to non-ATG caterers.  The Tax Exempt form may be found here:  https://www.procurement.virginia.edu/netbadge/forms/VirginiaSaleTax.pdf


For additional questions, please contact Kristin Floyd, Senior Buyer, at kaf4b@virginia.edu.

Thank you.

University Travel and Expense Services March 2016 Update

March 30, 2016

TravelUVA Profiles

Spring is in the air and planning for summer conferences and research travel is underway! Have you and your colleagues set up your TravelUVA profiles yet? Booking through TravelUVA provides great benefits to travelers and their departments, including special care and assistance, discounted rates, and guidance to make it easy to follow relevant policies.

PSDS is pleased to recognize three departments that stepped up to our challenge and set up the most travel profiles by March 1. Congratulations to Student Financial Services, the College at Wise Human Resources Office, and the Dean's Office at the Darden School. As promised, each department will receive a scanner as a prize for their efforts.

What's New?

•         We have negotiated a 2% discount on United Airlines tickets booked through TravelUVA, either online or with an agent. We previously negotiated the same 2% discount with Delta. Anytime you book with United Airlines or Delta using TravelUVA you are assured of receiving the best available price.

•         You can now add a single-use credit card when booking for guests in the online booking tool. The card does not have to be stored in the assistant's profile. Please note this is only when booking for guests. Travelers with profiles will still need to choose from a credit card stored in his/ her profile.

•         United Healthcare Global Assistance Services now provides coverage to Academic Division employees for personal travel that occurs immediately before and after business travel 100 miles or more from home. Travelers are automatically enrolled when they make their arrangements through TravelUVA.

Labs and Online Tutorials

We continue to hold monthly labs to provide hands-on assistance with the online travel booking tool. Please pre-register for these sessions through Learner Home in the Integrated System (Employee Self-Service). Search for the word "travel" to view the schedule. Additionally, interactive tutorials are available online for your convenience.

Travel Workbook

Reminder: The posted version of the travel workbook must be used for all travel that has occurred on or after January 1, 2016, to ensure that the new streamlined University travel, meals, and entertainment policy (FIN-004) is applied. Using the previous version of the travel workbook will not apply the correct mileage and per diem rates and will lead to delays in processing reimbursements.

Hints for preparing travel workbooks:
1.      Enter the number of travel days to ensure that only 75% of the meal per diem is requested on the first day of travel and the last day of travel. If the traveler had a four-day trip, two of those days are considered travel days.
2.      Send printed copies of all pages of the travel workbook that were used to complete your request to PSDS.
3.      Provide justification and approval from the employee's supervisor's manager in cases where the travel expense report submission exceeds 30 days.
4.      Note the PTAEO on the workbook and mark if it is local, state or grant funds.
5.      No workbook is required for reimbursements of only mileage, parking, and tolls.  To reimburse these expenses, enter a payment voucher and maintain documentation in your department. These types of reimbursements must use the expenditure code Tavel, Parking & Misc or Travel, Personal Vehicle.


Please join us for a coffee break discussion on April 7 from 9:00 a.m. – 10:00 a.m. at Bavaro Hall, Holloway Hall to discuss helpful hints for preparing travel workbooks and applying the new Travel, Meals, and Entertainment Expenses Incurred on Behalf of the University.

Travel and Expense Card

Visit our web site for information about the Travel and Expense Card, a one card solution for your travel and non-travel University expenses.

Questions or Comments?

Send a note to the Travel and Expense Services Team at travel@virginia.edu or reach out to Dolores Hildebrand (djh2c@virginia.edu or 434-924-4233) or Carrie McGowan (csd6n@virginia.edu or 434-924-3147). We appreciate your feedback!

Visit our web site for detailed information: Travel and Expense Services

Scanner Giveaway

January 28, 2016

Good morning:

Contacts for the Travel Management Program are Dolores Hildebrand (djh2c@virginia.edu or 434-924-4233) or Raegan Harouff (crh7p@virginia.edu or 434-924-4354).

As an incentive to set up your travelers' profiles with Christopherson Business Travel, we are giving a HP Scanner to the top three organizations/departments that have completed the most traveler profiles before March 1.  As a bonus for your business operations, the scanner will also come in handy with the implementation of ExpenseUVA in the spring!  

Thank you.

Travel Management Program Update January 21

January 21, 2016

 

Good afternoon:

Contacts for the Travel Management Program are Dolores Hildebrand (djh2c@virginia.edu or 434-924-4233) or Raegan Harouff (crh7p@virginia.edu or 434-924-4354).
 
We are proud to say that since the January 4 implementation of the new travel management program (TravelUVA), there have been 59 online reservations and 33 full service reservations.  As a University employee, you can make travel arrangements for yourself, others in your office, or for University guests through TravelUVA online or with University-designated agents.  Among the program's many benefits, you will receive first-rate customer care and there is no cost for online reservations.

In conjunction with the roll out of TravelUVA, Procurement & Supplier Diversity Services (PSDS) has also developed new streamlined travel policies and has transformed the Purchasing Card (Pcard) into a Travel and Expense Card.  Throughout January, the PSDS Travel and Expense Services Team is hosting Town Hall sessions to provide more details on TravelUVA (see http://www.procurement.virginia.edu/o/TownHallPresentation.ppt), the University's new travel, meals, and entertainment policy http://uvapolicy.virginia.edu/policy/FIN-004, and the Travel and Expense Card program.  There are also labs scheduled through March 2016 to provide hands-on access to the online booking tool.  Please pre-register for the lab sessions through Learner Home in the Integrated System (Employee Self-Service).  You can view the list of lab times by searching on the word "travel".  For more information, visit our website at http://www.procurement.virginia.edu/pageTravelLanding.

Following are answers to questions that have been asked at Town Hall meetings:
1. What is the wait time when calling an agent?
Christopherson has designated five agents to assist University callers.  Per our contract agreement, 65% of calls will be taken within 20 seconds and 75% within 60 seconds.  All voice messages will be returned within 1 hour during regular business hours.

2. Do you receive alerts on flight delays with the free "Trip-it" app that is mentioned on the Concur site?
No, the Trip-it app is used to manage your itinerary on your smart phone.  Travelers can use the Concur app to check flight status at any time.  The Trip-it and Concur apps are both available through the App Store or Play Store on your smart phone.

We appreciate your questions and comments - please contact Dolores Hildebrand at djh2c@virginia.edu or 434-924-4233 or Raegan Harouff at crh7p@virginia.edu or 434-924-4354.  You may also email any travel and expense questions to travel@virginia.edu.

A New Travel Workbook is required to apply new travel policies.  We hope to see you at one of our Town Hall meetings or labs!

Thank you.

Mileage Rate 2016

January 15, 2016

Good afternoon:

The University of Virginia follows the U.S. General Services Administration (GSA) rate for mileage reimbursement.  The GSA has decreased the mileage reimbursement rate for the use of privately owned vehicles in the conduct of official business from 57.5 cents to 54 cents per mile effective January 1, 2016.  Please use the new travel workbook located at http://www.procurement.virginia.edu/pagetravelformlist&from=241170 for all travel that occurs January 15, 2016, or after.


Thank you.

New Travel Management Program Rollout January 4

January 5, 2016

Good afternoon,

Yesterday, we implemented the new travel management program (TravelUVA) for the University. Contacts for the Travel Management Program are Dolores Hildebrand (djh2c@virginia.edu or 434-924-4233) or Raegan Harouff (crh7p@virginia.edu or 434-924-4354).
Now you can make travel arrangements for yourself or for others in your office through TravelUVA online or with University-dedicated agents.  Among the program's many benefits, you will receive first-rate customer care and there is no cost for online booking

Visit the Procurement and Supplier Diversity Services (PSDS) site at http://www.procurement.virginia.edu/pageTravelCBT to learn more about the benefits of this program and to read more about the revised University policy on http://uvapolicy.virginia.edu/policy/FIN-004.
.

Throughout January, the PSDS Travel and Expense Services Team will host Town Hall sessions to provide more details on the new policy and services the program offers and labs to provide hands-on access to the online booking tool.  We hope to see you there!  Please pre-register for the open lab sessions by visiting Learner Home in the Integrated System (Employee Self-Service).

Town Hall Meetings
Jan. 5    Newcomb Hall Theater    10:00 AM – 12:00 PM
Jan. 7    Newcomb Hall Theater    1:00 PM – 3:00 PM
Jan. 11    McKim Hall – Leonard Sandridge Auditorium    1:00 PM – 3:00 PM
Jan. 13    Darden Auditorium    1:00 PM – 3:00 PM
Jan. 15    McKim Hall – Leonard Sandridge Auditorium    10:00 AM – 12:00 PM
Jan. 26    Newcomb Hall Theater    1:00 PM – 3:00 PM
Jan. 27    Newcomb Hall Theater    10:00 AM – 12:00 PM

Labs (pre-registration recommended due to limited space)
Jan. 6    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 8    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 12    Michie Building North Training Room 220    2:00 PM – 4:00 PM
Jan. 14    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 19    Michie Building North Training Room 219    2:00 PM – 4:00 PM
Jan. 20    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 21    Michie Building North Training Room 219    2:00 PM – 4:00 PM
Jan. 22    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 25    Michie Building North Training Room 219    2:00 PM – 4:00 PM
Jan. 28    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 29    Michie Building North Training Room 219    9:00 AM – 11:00 AM


Feel free to visit TravelUVA Online to begin setting up your profile(s) and making travel arrangements today. The system is intuitive and similar to others many of us have used to book online travel with the benefit of customization to reflect University policies and procedures.

Please share this email with those in your department who travel (or assist those who travel) on University business, and encourage them to attend a Town Hall and/or Open Lab.

As part of our work on improving Travel and Expense Management, we are reframing the University's Purchasing Card program.  The currently issued Pcards will be known as the Travel and Expense Card.  We encourage those who travel on University business to sign up for a Travel and Expense Card.  Later in the spring, we will roll out ExpenseUVA, a new expense management tool that will seamlessly integrate with the TravelUVA program.  Those who use a Travel and Expense Card will experience the greatest benefits of the streamlined systems.

For more information, visit our website at http://www.procurement.virginia.edu/pageTravelLanding or contact Dolores Hildebrand at djh2c@virginia.edu or 434-924-4233 or Raegan Harouff at crh7p@virginia.edu or 434-924-4354.  You may also email any travel and expense questions to travel@virginia.edu.

We look forward to seeing you at one of our Town Hall meetings as we continue to improve your University travel experience!

New Travel Management Program Rollout

December 29, 2015

Good afternoon.

Procurement and Supplier Diversity Services (PSDS) is excited to announce the rollout of the new travel management program for the University.  If you have any questions about the University's Travel Program or the events below, please contact Dolores Hildebrand at djh2c@virginia.edu or 434-924-4233 or Raegan Harouff at crh7p@virginia.edu or 434-924-4354.  You may also email any travel and expense questions to travel@virginia.edu.

Beginning January 4, 2016, all University employees and guests of the University will be able to make travel arrangements using Christopherson Business Travel through their online booking tool powered by Concur or with one of their University-dedicated agents.  In addition to the new service provider, the University will also be introducing new simplified travel, meals, and entertainment policies as part of the program.

The new travel management provider will offer all travelers:
•      24/7 Customer service
•      A customized online tool reflecting University policy and procedures -- keeps you on track while booking
•      No fees for online bookings
•      2% discount on all Delta flights
•      An online profile that maintains travelers preferences, credit cards, and reward programs
•      The ability to accrue frequent flyer, hotel, and car rental reward program points for personal use
•      An automated means to track and apply unused tickets
•      Real time flight and hotel availability
•      24/7 monitoring of world events with mobile alerts to travelers who may be affected
•      Automatic enrollment in United Healthcare Global Assistance travel insurance for faculty and staff

Throughout January, PSDS will be hosting Town Hall sessions to provide more details on the new policies and services the program will offer and drop-in labs to provide hands-on access to the online booking tool.

Town Hall Meetings
Jan. 5    Newcomb Hall Theater    10:00 AM – 12:00 PM
Jan. 7    Newcomb Hall Theater    1:00 PM – 3:00 PM
Jan. 11    McKim Hall – Leonard Sandridge Auditorium    1:00 PM – 3:00 PM
Jan. 13    Darden Auditorium    1:00 PM – 3:00 PM
Jan. 15    McKim Hall – Leonard Sandridge Auditorium    10:00 AM – 12:00 PM
Jan. 26    Newcomb Hall Theater    1:00 PM – 3:00 PM
Jan. 27    Newcomb Hall Theater    10:00 AM – 12:00 PM

Drop-In Labs
Jan. 6    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 8    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 12    Michie Building North Training Room 220    2:00 PM – 4:00 PM
Jan. 14    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 19    Michie Building North Training Room 219    2:00 PM – 4:00 PM
Jan. 20    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 21    Michie Building North Training Room 219    2:00 PM – 4:00 PM
Jan. 22    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 25    Michie Building North Training Room 219    2:00 PM – 4:00 PM
Jan. 28    Michie Building North Training Room 219    9:00 AM – 11:00 AM
Jan. 29    Michie Building North Training Room 219    9:00 AM – 11:00 AM

Please share this email with those in your department who travel on University business or assist those who travel on University business and encourage them to attend these events.

If you have any questions about the University's Travel Program or these events, please contact Dolores Hildebrand at djh2c@virginia.edu or 434-924-4233 or Raegan Harouff at crh7p@virginia.edu or 434-924-4354.  You may also email any travel and expense questions to travel@virginia.edu.

We look forward to seeing you at one of our Town Hall meetings and to continuing to improve your University travel experience!

Travel Management Project Update

October 19, 2015


Good afternoon.

The Travel and Expense Management Project Team continues to make good progress toward the planned University-wide rollout of a new Travel system in January 2016 and a new Expense Management solution in early spring.  In late September/early October, the Travel Pilot Group was expanded to include seven additional departments from across the Grounds:  the Center for Teaching Excellence, the College and Graduate School of Arts & Sciences, the Office of Undergraduate Admission, the Darden Graduate School of Business, the Dean's Office in the School of Nursing, the School of Law, and the Office of Health System Development.  All members of the Travel Pilot Group are now using Christopherson Business Travel and the Concur online booking tool along with revised travel policies.

Informational/demo sessions were held for the new members of the pilot group, Finance Outreach and Communication, and a School of Medicine Administrators meeting. There will be another session prior to the Fiscal Administrators meeting on October 21; additional sessions will follow into November.  The Travel Project Team has reached out to all schools with an offer to provide information to faculty and staff about the project. If you are interested in having a member of the Travel Project Team share information with your group, please contact Raegan Harouff at crh7p@virginia.edu or 924-4354.

Feedback from the Travel Pilot Group continues to inform our customization of the Concur online travel booking system to make it as user-friendly as possible for the University community.  Based on pilot users' requests, "shop by schedule" is now the default when searching for flights with "shop by fare" remaining available as an option.  The Travel Project Team has added helpful messages to guide the user throughout the booking process and provide information on policy.  We anticipate further refinements to the system as the expanded Travel Pilot Group provides additional feedback on their experiences using the system.

Thank you.

Vantage Point Logistics Shipping Savings Program

October 9, 2015

Good afternoon:

The University of Virginia (University) is embarking on a project to reduce the costs of inbound freight on University purchases beginning October 12, 2015.  The shipping savings program provided by Vantage Point Logistics (VPL) is expected to save 35% on current shipping costs.  VPL will serve as a third party intermediary between the University, Federal Express (FedEx), and our suppliers.  There is no change on how we order or interact with the supplier.  Orders will still be placed through the UVa Marketplace, but additional instructions will be automatically placed on Marketplace purchase orders.  Please contact John Gerding, jeg5y@virginia.edu, with questions.

Instead of suppliers charging us their own shipping rates, suppliers will use the University's FedEx account number for shipments.  FedEx will invoice VPL directly for shipping charges, and VPL will, in turn, invoice the University electronically for FedEx shipping charges (at FedEx's very favorable contract rates).  

Currently, when suppliers invoice shipping charges, the University's Accounts Payable staff adds shipping to the existing purchase order (PO) using the PTAO and expenditure type on the last line of the PO to pay the invoice.  Soon after October 12 a separate invoice referencing the original PO number will be sent electronically to the University by VPL.  The shipping charge will show as a separate line on the GA Reconciliation Report with the same PTAO and same expenditure type as the PO.

For details about the VPL contract and answers to frequently asked questions please visit http://www.procurement.virginia.edu/pagecontracts&cssid2=1577.  For additional questions, contact John Gerding at jeg5y@virginia.edu.

Travel and Expense Project Update

September 3, 2015

 

Pilot of Travel and Expense Tools and Policies


The pilot of the new travel tool and expense policies is wrapping up.  There were six areas that have participated in the pilot with great results, and a number of improvements have been incorporated based on user feedback.  About 2/3 of the trips were booked by travelers, while 1/3 of the trips were booked by support staff, and there has been positive feedback on the online booking system’s ease of use.


Expense vendor selection


The University has selected Chrome River’s expense reimbursement solution.  Chrome River’s automated expense solution will allow users to submit electronic receipts, route expense reports automatically through online workflows, and include ‘smart rules’ that take the guess work out of policies.
The expense solution is currently scheduled to go live in the Spring of 2016.


Travel workbook improvements


Until the expense tool is fully operational and integrated, the travel workbook has undergone a number of significant improvements!  Per diems are now built into the workbook, and there is a link to a new currency conversion tool.

National Gift Card in the UVA Marketplace

August 27, 2015

Good afternoon:

Procurement and Supplier Diversity Services (PSDS) is pleased to announce National Gift Card as a new Punch-Out catalog in the UVa Marketplace.  In providing both plastic and eGift cards through its Marketplace catalog, National Gift Card can assist departments in their acquisition of Gift Cards.  PSDS Buyer Kristin Floyd is available to answer your questions and may be contacted by telephone at 982-2636 or by email at kaf4b@virginia.edu.

** Please Note:  The implementation of this Marketplace catalog does not negate any existing policies regarding Human Subject Payments, Gifts, Honorariums, or Tax Reporting Responsibilities. **

For further information regarding the Gift Card Agreement, please see the contract summary sheet at http://www.procurement.virginia.edu/pagecontracts&cssid2=1569.

For the complete list of available Gift Cards and eGift Cards in the Marketplace, see the section within the contract summary page titled "Click here to view the complete list of available Gift Cards in Marketplace."

For further information regarding Gift Card purchases, refer to the Goods and Services Procurement Guide at http://www.procurement.virginia.edu/pageprocguidev2#G.

For additional questions, please contact Kristin Floyd at kaf4b@virginia.edu or 982-2636.

Thank you.

Personal Electronic Equipment Disposal Event May 8-9

April  24, 2015

Good afternoon.

The University of Virginia's Surplus Property program is hosting a free event where faculty, staff, and students can dispose of personal electronic equipment.  On Friday, May 8, from 10:00 a.m. to 3:00 p.m. and on Saturday, May 9, from 8:00 a.m. to 3:00 p.m. during the annual Chuck It 4 Charity event at the Student Activities Building, you will be able to drop off your personal computers, LCD monitors, laptops, tablets, printers, copiers, and telephones (cell, land-line, etc.).  Unfortunately, televisions or CRT monitors will not be accepted.  eCycleSecure, the University's contracted vendor for electronic recycling, will provide a certificate of destruction for each item.  The event last year collected and recycled 8,500 pounds of mixed electronics from faculty, staff, and students.  Join us again in protecting our environment from harmful waste.

Please share this email with faculty, staff, and students in your department and take advantage of this opportunity to declutter your home.

If you have any questions, please contact Dolores Hildebrand at 434-924-4233 or djh2c@virginia.edu.

Travel Updates

April 20, 2015

 

More Good Travel News from PSDS!

Procurement and Supplier Diversity Services ("PSDS") and Organizational Excellence have been working on redesigning and improving travel and expense services.  The teams recently selected a full-service travel management partner to provide travel management to the University, including travel agency and online booking services.

Christopherson Business Travel currently has 26 other college and university customers.  The company is excited to leverage their higher-education travel expertise, and brings full service agency services, along with online booking, mobile technology, and better air, hotel, and rental car pricing to the U.Va. travel community.  PSDS is planning to pilot the solution before full University implementation.

Other Travel Policy and Procedure Updates

Late travel workbooks accepted!

Addressing layers of unnecessary work and frustration (and an already time-consuming and complicated process), workbooks submitted more than 30 days after travel without written explanation will no-longer be rejected.  PSDS still encourages timely reimbursement requests and continues to require all standard approvals.

State Pcards can now be used to pay for any hotel!


It is now easier to plan travel and pay for accommodations.  Visit the Pcard site to learn how to lift the hotel restriction on your card.  As always, personal expenses are not permitted on Pcards.

Visit the Travel and Expense Management Redesign Web page for more information.  Travel suggestions and feedback are always welcome—contact John McHugh (jm7v@virginia.edu, 924-4214) or Eric Denby (end@virginia.edu, 924-4019) with any questions or ideas you may have.

Thank you.

Surplus Property Process Changes

March 27, 2015

Good Afternoon:

Procurement and Supplier Diversity Services announces two changes to our Surplus Property process.

The first change is that all furniture will be donated the Goodwill Industries of the Valleys.  It has been determined that it is not profitable for a vendor to handle these items for resale.  These items include, but are not limited to, desks, desk chairs, conference room tables and chairs, credenzas, bookcases, filing cabinets, and shelves.  The only exception is dormitory furniture which Housing handles.  Facilities Management will transport the items to a specific drop off location for Goodwill Industries of the Valleys.  Departments requesting removal of items will incur a handling fee associated with donation or disposal. Small office equipment and reusable office supplies will continue to be picked up by Facilities Management Recycling as part of the ROSE Program at no cost to departments. These items include, but are not limited to, tape dispensers, paper clip holders, rulers, scissors, pencil sharpeners, stapler, penholders, hole-punch, desk lamps, papers clips, dividers, and binders. 

Goodwill Industries of the Valleys is a 501(c)(3) non-profit organization that funds its social service programs primarily through money generated from its donated goods.  Goodwill employs over 1,000 people throughout the 37 stores in 31 counties and 13 cities in the Commonwealth of Virginia.  Goodwill programs help youth, adults, and seniors with disabilities, disadvantages, and lack of employment opportunities.  Additionally, Goodwill’s salvage and recycling efforts kept over 14.7 million pounds out of local landfills in 2013 alone.

Procedures for Disposal of Furniture follow:

* Complete the Facilities Management work order with the PTAO to charge (http://www.fm.virginia.edu/requestservice.html).  Facilities Management will respond and facilitate the pickup and disposal.  Do not complete a Surplus Property Form for these items.

* If the furniture has a University asset tag, please submit a P1 form (http://www.virginia.edu/finance/finanalysis/prop_frm.html) for approval from the Fixed Assets Accounting Group. 

* After Fixed Assets has approved the request for disposal, remove the tag and return it to Fixed Assets.  Facilities Management cannot pick up any furniture with a University fixed asset tag.

* To protect University records, desks and filing cabinets can only be picked up by Facilities Management if unlocked and empty.

* To protect University electronic data, Facilities Management cannot pick up any equipment that could contain University data.  Please see the Surplus Property website at http://www.procurement.virginia.edu/pagesurplushome for the proper way to dispose of equipment that could contain University data.

* Items for disposal must be clearly labeled as "Surplus."

The second change is that the University has changed vendors for general property disposal (all general property except furniture).  Our new vendor is Entrusted Auctions.  Going forward, the process will stay the same.  To sell or dispose of items, complete a Surplus Property Request form (https://www.procurement.virginia.edu/netbadge/pagemysurplusforms) to engage Entrusted Auctions; contact Jarrod Hines (cell 540-250-2964, office 540-633-2431) or uvasurplus@gmail.com with questions.

If you have questions regarding these changes, please contact Dolores Hildebrand at 924-4233 or djh2c@virginia.edu.

Thank you.

 

Travel Documentation Made Easier

December 18. 2014

 

Through the Travel and Expense Management Redesign Project's (http://www.procurement.virginia.edu/pagetemredesign) extensive outreach regarding the travel process at University of Virginia, Procurement and Supplier Diversity Services (PSDS) has heard many ideas for improvement.  The most common feedback we've received is confusion around the need for a boarding pass.  You asked that we remove this requirement -- done!  
 
Effective immediately, there will no longer be a requirement to produce boarding passes!  A traveler only needs to provide support that a flight was taken with the class of flight.  This can be accomplished with a ticket stub, receipt or itinerary and a receipt confirming that the trip occurred (hotel receipt, taxi receipt, etc.).  We hope this makes the travel experience easier, and we would like to thank the faculty and staff who provided this valuable feedback to us.
 
Please share this information widely with all traveling colleagues in your area.  For any questions you may have, please contact PSDS at 434-924-4212.
 
Happy travels!

The Supply Room Companies now in UVa Marketplace

August 18, 2014

Procurement & Supplier Diversity Services is proud to announce that The Supply Room Companies (TSRC), our new strategic source for office supplies, is now available in the UVa Marketplace. 

Starting September 1, 2014, TSRC will be the one-stop shop for all your office supply needs.  To make this as easy as possible, there will be no need to change how you order supplies.  You will continue to use the UVa Marketplace catalog.  But there will now be Best Value icons for over 500 frequently purchased items that are under contract and offer the most savings.  If you need a specialty item that is not listed on the Marketplace, you will contact TSRC to determine if a similar item can be found. If not, then you will purchase from another vendor.

Using TSRC offers a variety of benefits:

  • An average of 20% savings
  • Purchases will be exempt from eVA fees
  • Time saving as you will not have to search for the best price
  • Next day delivery for in-stock supplies
  • Attentive customer service
  • Excellent customer satisfaction with a bi-annual review of vendor performance
  • Price match guarantee
  • Large discounts on HP ink and toner
  • Vendor implementation fees also provide funding for University strategic academic initiatives

Our contract with TSRC supports the University’s Cornerstone Strategic Plan.  By using the over $3M traditionally spent annually on office supplies, we have negotiated low cost, high-quality products with superior customer service.  Using TSRC to managing our resources better, we can put more of our dollars into the primary functions of this University: education, research and scholarship.

Please visit the UVa Marketplace and check out The Supply Room Companies.  If you have any questions regarding this contract, please contact Kristin Floyd at 434-982-2636 or kaf4b@virginia.edu.

America To Go catalog available in the UVA Marketplace

Good Morning.

Procurement and Supplier Diversity Services ("PSDS") is pleased to announce that the new America To Go punchout catalog was enabled Tuesday, July 29, 2014, in the UVa Marketplace.  To date, 50+ local caterers have joined, with more on the way.  The America To Go catalog will post menus and pricing for area restaurants and caterers in a user-friendly punchout catalog within the UVa Marketplace, along with the ability for restaurants and caterers to upload customized quotes for unique University events.  Attached is an updated list of area caterers that have signed up with America To Go thus far.

Your department still has the temporary ability to issue Purchase Orders ("POs") directly to caterers for the next few weeks.  However, eventually all PO transactions involving local caterers will be directed via America To Go.  PSDS is encouraging all restaurants and caterers to join as early as possible so that they will benefit from being part of this exciting new way of doing business with the University.  If your department has a favorite restaurant or caterer that is not currently signed up with America To Go, please encourage them to join.

Please note that transactions with the University's internal catering provider, Virginia Catering Company, are not impacted by America To Go.

A training session on America To Go's UVa Marketplace Catalog will be held at 9:00 a.m. on Wednesday August 13 as a pre-session to the monthly Fiscal Administrators meeting in Newcomb Hall's South Meeting Room.  You may also contact America To Go directly to arrange smaller training sessions for your department.

Please also feel free to contact the University's Account Manager at America To Go, Audrey Emmer, at audrey.emmer@americatogo.com to recommend a restaurant or caterer or to set up a smaller training session for your department.  You may also contact Frank Fountain with PSDS at 982-3092 or fff3x@virginia.edu with any questions you may have about the process.

Stay tuned for more information related to this exciting new initiative.

Thank you.

Announcing Upcoming New Punchout for Catering

Good Afternoon.

Procurement and Supplier Diversity Services ("PSDS") is pleased to announce that a punchout catalog for restaurants and caterers will soon be added to the UVa Marketplace. Virginia Catering Company (formally UVa Catering) is still a resource to departments as well. Departments will be able to order everything from breakfast and lunch to break service and dinner for University meetings and events via the UVa Marketplace.

The University has identified a new strategic partner, America To Go, to coordinate these efforts. Starting in late summer, America To Go will have a Marketplace punchout catalog. This catalog will post menus and pricing for area restaurants and caterers in a user-friendly punchout catalog within the UVa Marketplace, along with the ability for restaurants and caterers to upload customized quotes for unique University events.

America To Go will provide web based services, which will deliver many benefits to the University:
* 24/7 customer service and dedicated account management
* Searchable menus and saved favorites
* Improved choice and information on restaurants and caterers
* Automated accounting and a clear approval process
* Running invoice totals and accessible customer order history
* A reduction in accounting time, cost, and paperwork related to food ordering
* A more transparent and competitive marketplace
* Greater consistency in applying University policies, including insurance coverage
* Improved ability to encourage and track progress related to important initiatives, e.g., sustainability and supplier diversity
* Increased visibility of area restaurants and caterers across Grounds
* Ability for departments to use any of the America To Go restaurants and caterers without having to seek any additional competition

We are encouraging all restaurants and caterers to join as early as possible so that they will benefit from being part of this exciting new way of doing business with the University. If your department has a favorite restaurant or caterer, please encourage them to join.

Please also feel free to contact the University's Account Manager at America To Go, Audrey Emmer at audrey.emmer@americatogo.com to recommend a restaurant or caterer. You may also contact Frank Fountain with PSDS at 982-3092 or fff3x@virginia.edu with any questions you may have about the process.

Stay tuned for more information related to this exciting new initiative.

Thank you.

Announcing New Local Hotel Contracts and Payment Process

Good Afternoon.

Procurement and Supplier Diversity Services (PSDS) is excited to announce new contracts with several local hotels. These contracts offer better pricing and allow local lodging and conference services to be paid with a University Purchasing Card (Pcard). Using the Pcard to pay for local lodging and conference services simplifies the ordering and payment process for both the University and the local hotels. For a current list of the local contract hotels click here

Pcards can be used **only** with the local contract hotels listed in the above link. Pcard payment for services with the local contract hotels requires removal of the local lodging restriction; additionally, Pcard limits may need to be increased to pay for conference services. Both of these steps can be completed by submitting a Purchasing Card Change Request (https://www.procurement.virginia.edu/netbadge/pagepcardchangeform). Local Funds Pcard holders already have the hotel restriction removed, so no further action is required. For more details please see the State Purchasing Card Program website Using the Pcard with Local Contract Hotels at http://www.procurement.virginia.edu/pageState%20Purchasing%20Card%20Program#section512.


If there are any questions about the new local hotel contracts, please contact Kevin Crabtree at (434) 924-4219 or email kc5yc@virginia.edu. For purchasing card questions, please email pcardadmin@virginia.edu or call (434) 924-4212.

Thank you.

eCycleSecure, New Surplus Electronic Media Disposal Provider

December 16, 2013

Good morning,

Procurement and Supplier Diversity Services is pleased to announce that the University has contracted with a new company, eCycleSecure of Charlotte, North Carolina, for the disposal of all electronic equipment and data. Service with CRS, our previous contractor, will end December 19, 2013, and there will be no service to the University during the weeks of December 23 and December 30, 2013. The process with eCycleSecure will be the same for users, who will continue to make requests through the Surplus Property website, and the schedule will remain the same. All requests approved by 3:00 p.m. on Monday will be picked up on Thursday. The first pickup schedule follows: All requests approved by 3:00 p.m. on Monday, January 6, 2014, will be picked up on Thursday, January 9, 2014. eCycleSecure will contact departments to schedule the exact pick-up times. eCycleSecure will continue to ensure the secure disposal of our data and that items are properly recycled or sold instead of ending up in the landfill.

As a reminder, users no longer have to complete a P-1 form to obtain Fixed Assets (Property) Accounting approval if they list the asset tag number on the surplus property request. The surplus property request will automatically route to Fixed Assets (Property) Accounting for approval. Once they approve the request, they will add the authorization number to the request to specify the item is approved for disposal and the request will be routed to Surplus Property for submission to eCycleSecure. With this new approval process, it is the department's responsibility to remove University asset tags and send them to Fixed Assets (Property) Accounting before the items are picked up by eCycleSecure. No items should be given to eCycleSecure with University asset tags affixed.

If you have any questions on how to handle items with University asset tags, you can refer to the University financial policy http://www.virginia.edu/finance/finanalysis/prop.html or contact Fixed Assets (Property) Accounting at 434-924-4209 or email Mike Williams at mww5w@virginia.edu.

Please check the University's Surplus Property website for the latest updates on all surplus property processes at http://www.procurement.virginia.edu/pagesurplusprocedure.

If you have questions please contact Dolores Hildebrand at 434-924-4233 or email djh2c@virginia.edu.

Thank you.

Hertz Rental Car - new location inside Cavalier Inn

August 12, 2013

Good Afternoon.

Procurement and Supplier Diversity Services is excited to announce that Hertz Rental Car, a University contract rental car vendor, has opened a new location inside the Cavalier Inn. To make rental car reservations at this new Hertz location call (434) 245-0104 or visit the Hertz website; www.hertz.com and select the Cavalier Inn HLE location. Be sure to enter the University of Virginia Corporate Discount Number (CDP) 1800209. The hours of operation for the Cavalier Inn location are Monday through Friday, 8:00 a.m. to 6:00 p.m. The Hertz desk is located just inside the main doors of the Cavalier Inn on the right side. Personal vehicles can be parked on site when renting a vehicle from this location. Additional contract details can be found at the following link: http://www.procurement.virginia.edu/pagecontracts&cssid2=471. If there is any question about this new location or contract, please contact Kevin Crabtree at (434) 924-4219 or email kc5yc@virginia.edu.

Thank you.

 

Expansion of Pickups for Surplused Items

Good afternoon.

Procurement and Supplier Diversity Services is pleased to announce that, beginning Monday, April 1, 2013, the local pickup of surplused items from University departments will be expanded. All items surplused at the University will be collected at your departmental location and no longer needed to be taken to the Surplus Property Depot ("Depot"). Electronic devices or media will continue to be picked up weekly by Creative Recycling Systems ("CRS"). All other items will be collected by JLR Auctions Asset Bridge ("JLR"), the vendor who has picked up your furniture, building materials, and appliances in the past few months. This will eliminate all costs to departments for transporting items to the Depot.

JLR will have the same pick up schedule; all "General Surplus" forms submitted by Thursday at noon will be picked up on the following Monday. The first week will be processed as follows: All "General Surplus" forms submitted on Monday, April 1, 2013, and before noon on Thursday, April 4, 2013, will be picked up at the designated department location on Monday, April 8, 2013.

Proceeds from the sale of surplus property will be held centrally, except for items purchased with "Grant" funds, and those proceeds will be returned to the grant. The "General Surplus" form has been updated to only require a PTAEO when "Grant" funds were used to purchase the item(s) being surplused. All other processes remain the same.

Please visit the Surplus Property website at http://www.procurement.virginia.edu/pagesurplushome for the complete procedure. Contact Dolores Hildebrand at 434-924-4233 or djh2c@virginia.edu for assistance.

 

PSDS receives SACUBO award

Procurement and Supplier Diversity Services (PSDS) received its fourth consecutive Best Practices Award from the Southern Association of College and University Business Officers (SACUBO) for “Rebooting University Travel: A Fresh Approach to Conventional Travel Practices”. Kevin Crabtree, Senior Buyer, presented this new program and accepted the award at SACUBO’s Annual Meeting in Louisville, KY. Receipt of this award for a fourth time is unprecedented in the history of SACUBO’s Best Practices program and serves as testimony to the creativity and innovation of PSDS and Kevin Crabtree’s effort to implement this new travel program at the University of Virginia.

The new travel program includes the award of two cooperative contracts. The first award to Jackrabbit Systems, LLC for a guest and visitors reservation widget represents the first such implementation in higher education. The second award of travel management services to Travelectra, Inc. allows University travelers to choose from a customized on-line reservations system or traditional full service reservations. Both options include monitoring of travel policy, use of the University p-card for air, rail, hotel and auto rental and 100% audit of the transaction by Travelectra.

Penguin Computing Acquires James River Technical Contract

Procurement & Supplier Diversity Services is pleased to announce that Penguin Computing has acquired and been assigned the University's James River Technical (JRT) contract. Penguin Computing provides high performance computing products and services. Most of the manufacturers and products available on JRT's previous contract are available from Penguin Computing, as well as an expanded offering of new products and manufacturers. For more details about the firm's products and other information, please refer to the contract summary sheet at http://www.procurement.virginia.edu/pagecontracts&cssid2=1063.

Lodging Reservation Tool for Guests and Visitors

Procurement & Supplier Diversity Services (PSDS) and the University's Webmaster, Zach Wheat, are pleased to announce that the University has completed the implementation of an enhanced "Places to Stay" website: http://www.virginia.edu/placestostay/. This link may be found under the "Discover UVa" menu button on the UVa Homepage. There is now a lodging reservation tool on this site which will assist University guests and visitors by providing local lodging options, availability, and rates. The lodging rates made available via this reservation tool should match or beat rates found on other online booking tools a majority of the time, and the tool is designed to accept personal credit cards from guests and visitors.

Current University Purchasing Card (P-card) restrictions will not allow departments to use a P-card with this tool. However, PSDS is working on a local lodging reservation tool for its website that will accept University P-cards. Once the University P-card reservation tool is implemented, PSDS will make an announcement and provide a link to that reservation tool.

We ask for your assistance with promoting the use of this convenient new reservation tool to University guests and visitors. We believe that it will help visitors to make lodging arrangements while visiting the University.

If you have any questions about this, please contact Kevin Crabtree at 434-924-4219 or kc5yc@virginia.edu

New Surplus Electronic Media Disposal Provider

Procurement and Supplier Diversity Services is pleased to announce that the University has contracted with Creative Recycling Services, Inc. ("CRS") for the disposal of all electronic equipment and data. The process will be the same for users, except that the new contractor, CRS, will pick up the items. The service is still free of charge to departments. Users will continue to make requests through the Surplus Property website and the schedule will remain the same. All requests approved by 10:00 a.m. on Monday will be picked up on Thursday, with Friday being the overflow day. The first pickup will occur on Thursday, June 16th, 2011. CRS will contact departments to schedule the exact pick-up times. CRS will continue to ensure the secure disposal of our data and that items are properly recycled or sold instead of ending up in the landfill.

All users are responsible for verifying that their computer equipment is eligible for surplus disposal; if the item has an asset tag, authorization must first be obtained from Fixed Assets (Property) Accounting (http://www.virginia.edu/finance/finanalysis/prop.html). Please check the University's Surplus Property website for the latest updates at http://www.procurement.virginia.edu/pagesurplusprocedure.

If you have any questions, please contact Bobby Carefoot at 434-924-3338 or email bc@virginia.edu.

Surplus Disposal Electronic Media

April 20, 2011

The University will be transitioning to a new provider for managing the disposal of unwanted computers, printers, and other devices containing electronic data in early May 2011. To prepare for the transition we will not have any more pickups from AERC. Those departments that have already submitted a request for pickup will be the first ones to receive service under the new contract. As soon as the contract is finalized, Procurement & Supplier Diversity Services will provide the new provider's company name and contact information to you.

The new provider has assured us that the transition will be transparent to the departments, the data is handled securely, and electronic components do not end up in the landfill.

Thank you for your patience as we transition to the new provider.