Fiscal Year-End 2021 Reminder

With FY2021 ending in a few short weeks, it is important to note the below dates to ensure that Procurement Services can process all orders and post all transactions to Banner within the Financial Accounting deadlines:

  • New bids should have been requested by Tuesday, August 31, 2021, at 5 p.m.
  • buyBama Purchase Orders must be created and approved by Monday, September 20, 2021, at 5 p.m.
  • Concur PO Invoices that have been assigned to users need to be submitted and approved as soon as possible for purchase orders where the product has been delivered.  For questions regarding Concur PO Invoices, contact Accounts Payable.
  • Concur Invoices must be submitted, approved by all approvers, and to Accounts Payable for processing by Thursday, October 7, 2021, at 5:00 p.m.
  • Concur Expense Reports must be submitted, approved by all approvers, and to Accounts Payable and P-Card for processing by Thursday, October 7, 2021, at 5:00 p.m.
  • Banner Encumbrances will roll forward on Monday, October 18, 2021

Pre-Trip Form and Booking Travel – Last Updated 9/2/21

Travel Updates
As communicated previously and included in the Fall 2021 Return Plan, UA-sponsored domestic travel is allowable, per UA travel policies and with supervisory approval.  Any non-essential UA-sponsored international travel continues to be prohibited, except as approved by UA’s International Travel Health and Safety Officer, Chad Berry at chad.berry@ua.edu.

Pre-Trip Approval Form
A new version of the Pre-Trip Approval Form is now available.  This version will automatically route to the traveler’s supervisor for approval.  This form is required for all out-of-state overnight trips for faculty and staff (unless fully funded by a contract or grant).  After the form is approved, the traveler and the delegate who entered the form, if applicable, will receive a PDF version of the approved form via email that should then be attached to all Expense Reports related to that trip.

Clarification for Booking Travel
Effective for trips booked on or after August 1, 2021, the Concur booking tool must be used to book all airfare.  The Concur booking tool is recommended for lodging and rental car when possible, but for all lodging and rental car reservations, the UA P-Card is the required method of payment.  If you need to obtain a UA P-Card, please complete the Concur-P-Card User Access Form.

Supervisor Error
Please contact Accounts Payable if you are completing the form and receive the error message that your supervisor is blank.  We are working through our employee lists to get these populated but can work with you individually to get this corrected. Please contact Accounts Payable with questions.

Approver Notes
Additionally, for individuals that are approving the Pre-Trip Forms, after clicking Approve, please wait until you see a pop-up message display stating that the PDF of the form has been created.  Doing so will allow the time for the PDF to generate and transmit to the traveler.

PO Invoices in Concur

We are excited to announce that we are incorporating the processing of invoices on purchase orders (PO) into the Concur Travel and Expense System.  This will lead to efficiencies for both campus and Procurement Services.

This new process will impact any invoices on POs submitted after May 3.

What will change for campus users?

The biggest change for campus users is that you will no longer complete receiving on goods and services in buyBama.  This step will now be completed in Concur as described in the training materials below.

How will I submit my vendor invoices on purchase orders?

You will use Concur’s Invoice Capture service and email your invoice to UAPO_invoicecapture@concursolutions.com.  The invoice will be reviewed through an OCR process and will be routed to an AP invoice clerk.

If your invoice does not include a typed PO number, please locate the PO number and write it on the document and then email the invoice to acctspay@ua.edu.

How do I complete receiving?

A video demonstration and step by step instructions are avalble on the PO Invoices in Concur webpage.

What is the approval flow for invoices on POs?

All Concur items route to a supervisor for review and approval. Invoices on POs will complete this approval step. Following this step, if all information matches the PO, the invoice will route to Accounts Payable for final processing. In the case that the invoice exceeds the dollar amount approved as part of the PO review and approval process, the invoice will route to the appropriate buyer and then to the budgetary approver(s) on the org(s) affected.

What other differences should I expect?

Email Notifications – You will now receive email notifications regarding the status of your PO invoices as they progress through the Concur workflow and processes and transmit to Banner for payment.

Invoices that are Sent Back – In the case that an invoice needs to be sent back by the buyer to accommodate a change order in buyBama, you will simply have to “Unassign” the invoice from your queue and Accounts Payable will make all necessary adjustments. When complete, Accounts Payable will assign the invoice to you and you will be able to re-submit through the process.

Do you have any questions?

If you have any questions, please feel free to contact Accounts Payable at 205-348-7377 or acctspay@ua.edu.

2020 Service Anniversary Milestones

Please join us in congratulating our employees that celebrated a Service Anniversary milestone in 2020! We are proud to have these individuals as a part of our Procurement Services Team!

Lane Cox, 25
Heather Hubbard, 10
Brittany Reynolds, 10
Jordan Clements, 5
Stephanie Lewis, 5
Mary Katherine Weaver, 5

Procurement Retirees

Ruth Anne Phillips retired from the University of Alabama on September 1, 2020. Ruth Anne began working at UA in 2006 and worked for 14 years as the Administrative Support Secretary for the Director of Procurement Services. During those years, Ruth Anne helped to welcome new employees into the Procurement Services family by getting them set up to thrive as well helping them transition to different roles. RA, as we called her, took pride in helping people and always had a kind word to say. We will certainly miss her institutional knowledge, but more than anything; her kind heart.

Mary Grier Hensley recently retired from the P-Card Services Department. She spent 11 years as a Purchasing Card Auditor and was always a friendly and helpful resource for departments. Most notably, Mary helped support our campus partners with using Concur. We will miss her greatly and hope she enjoys retirement!

Marketing Expense Approvals

Strategic Communications recently approved the annual marketing and advertising budgets submitted by colleges and divisions as part of the FY21 proposed budgets process.  Please complete P-Card transactions or Concur Invoices for reconciliation/payment that were approved under your college or division’s approved annual marketing and advertising budget as follows when submitting:

  • Upload the Budget Review Approval document with invoice/supporting documents
  • Enter in comments “Expense approved as part of 2020-2021 marketing and advertising budget; see attached Budget Review Approval”

Including this documentation will expedite the approval and processing of your marketing and advertising expense in Concur.  Contact Amy Sides in Strategic Communications at amy.sides@ua.edu if you have any questions.

Contract Portal Updates

On September 14, 2020, Contract Management launched its updated Procurement Contract Portal. This is a brief overview of those changes and how they might impact both end users and approving departments:

  • The end user will now be responsible for submitting many of the documents and forms necessary for processing at the time of contract submission.
  • Obtaining this information in advance should decrease overall processing time and help prevent bottlenecks.

Depending on the type of contract the following documents may be required at the time the contract is uploaded into the system.  An explanation has been included for the forms that have yielded the most questions:

Detailed training videos and a written user’s guide will follow in the coming weeks.  If you have any questions, please feel free to contact Contract Management at 205-348-7840 or contracts@ua.edu.

Fiscal Year-End 2020 Reminders

With FY2020 ending in a few short weeks, it is important to note the below dates to ensure that Procurement Services can process all orders and post all transactions to Banner within the Financial Accounting deadlines:

  • New bids should have been requested by Monday, August 31, 2020, at 5 p.m.
  • buyBama Purchase Orders must be created and approved by Monday, September 21, 2020, at 5 p.m.
  • buyBama Receiving must be completed by Wednesday, September 30, 2020, at 5 p.m.
  • Concur Payment Requests must be submitted, approved by all approvers, and to Accounts Payable for processing by Wednesday, October 7, 2020, at 5:00 p.m.
  • Concur Expense Reports must be submitted, approved by all approvers, and to Accounts Payable and P-Card for processing by Wednesday, October 7, 2020, at 5:00 p.m.
  • Banner Encumbrances will roll forward on Friday, October 16, 2020

Campus Deliveries Update

When the University moved to limited business operations in late March, most deliveries to campus from UPS and FedEx were redirected to UA Central Receiving. As of Monday, August 3rd, the University has begun to transition to all UPS and FedEx deliveries being made to campus buildings in the same manner as normal business operations. If possible, please make arrangements for accepting deliveries at your building in order to alleviate delivery delays. If buildings are not accessible, packages will be redirected to UA Central Receiving. Please contact Lane Cox in Purchasing at lncox@ua.edu or 348-8697 with any questions regarding UPS and FedEx deliveries to your building.