2016 Fiscal Year End

September means that the students are back on campus, football season is on the way, and that the end of the fiscal year is coming soon. Over the next month, there are several deadlines to be aware of. Please review the reminders below.

Year End Deadlines

Please remember to plan your purchases early this month so you won’t miss the boat at the end of the month. Information and due dates for the fiscal year ending September 30, 2016, are available on the Financial Accounting & Reporting website.

  • Previous Month Payments: Please submit invoices and/or reimbursements to Accounts Payable ASAP for invoices or trips dated prior to August 1.
  • Travel Vouchers and MDVs: Travel and Miscellaneous Disbursement Vouchers should be completed and delivered to Accounts Payable as soon as possiblefor prompt payment and accurate recording. As year-end approaches, please submit your vouchers along with the appropriate documentation to Accounts Payable without delay to ensure timely processing.
  • Receiving: Receiving should be promply completed when items are received on or prior to September 30.
  • Requisitions: Fiscal year 2016 orders must be created and approved in buyBAMA by close of business on Monday, September 26 in order for the encumbrance to be brought forward to FY2017. All purchase orders created afterSeptember 30 must be charged to FY2017.All purchase orders outstanding in fiscal year 2016 will be carried forward to your 2017 budget. A budget increase equal to these commitments will be processed to your 2017 budget to the degree that funds are available for funds 11000-11012. Departments will be responsible for budgeting encumbrances in all other funds, if appropriate.Encumbrances will roll forward October 20.

    Please review any outstanding requisitions and purchase orders via Banner screen FGIOENC or via buyBama, and direct questions regarding encumbrances for requisitions and purchase orders to Purchasing at 348-5230 or the appropriate buyer.

  • Bids: Items for bid must be requested by close of business on Wednesday, September 7 to allow time for bid advertising requirements, award and issuance of a purchase order for funds to be encumbered in FY2016.

New Director of Purchasing

Jason JeffreysWe are pleased to announce that Jason Jeffreys has been named as the new Director of Purchasing. Jason is a UA graduate who comes to us with a very diverse professional background in procurement, project management, business development and entrepreneurship. Most recently, he has worked in UA Contract Administration for approximately a year and a half as a Contract Administrator responsible for procuring construction services and managing contract compliance aspects of projects.

Please help us congratulate Jason on his new position and welcome him to the Purchasing Department.

Procurement is Getting Social

Procurement Services has entered the world of social media, and we would like to invite you to follow us on Facebook, Twitter, or Instagram. Use the links or search for us under “UAProcurement”.

We will use these platforms to send out answers to common questions and announce upcoming training opportunities. We’ve also started a new #VirtualTourFriday feature where each week we give you a glimpse into one of our current construction or remodeling projects. We hope that you will take advantage of these platforms to find answers to your questions and stay up-to-date on procurement topics.

Vendor Disclosure Statement

While we have collected information from vendors about their connections to UA personnel or their families in the past, the System Office has recently issued new guidance on obtaining conflict of interest disclosure statements from vendors prior to issuing payment. In order to meet the new requirements, Procurement Services has developed an updated vendor disclosure statement form, and Accounts Payable, Purchasing, Contract Management, and Contract Administration are all working together to incorporate it into our processes. We will utilize DocuSign to provide contractors with a link where they may fill out and sign the form, but we may need your help from time to time to make sure that the vendors are aware that they will have to disclose their relationships to UA employees, Trustees, and Officials or their families and to ensure that they complete the form.

Please visit our updated Vendor Disclosure Statement webpage for more information.

Disaster Prepared

Over the last month, the Procurement Services management team has been updating and testing plans to ensure that the services we provide to campus would not be significantly interrupted if a natural disaster were to occur. We know that you depend on us to help you keep your department supplied with everyday necessities, and we want to be there for you when you need us. We have prioritized the introduction of more electronic processes, making it much easier for us to be responsive to your needs even if we couldn’t work from our normal offices. However, until we can completely transition to paperless processes, we need your help to make sure that paper documentation is backed up properly. Departments should always retain copies (paper or electronic) of all P-Card packets for a minimum of 2 years. Copies of Travel Vouchers or MDVs should be kept until the payment has been made.

Hopefully we won’t ever have to enact our disaster recovery plans, but if we do, you can rest assured that we will do all that we can to meet your needs and live up to your expectations.

Travel and Expense Module Update

As many of you know, Procurement Services has long been working on a project to implement the Banner Travel and Expense Module (TEM) to provide an avenue for electronic processing of Travel Vouchers, MDV reimbursements/payments, and P-Card reconciliations. We recently learned that Banner has discontinued support of the current TEM product and has partnered with a third-party vendor. As such, our current progress on the TEM project has come to a halt while we evaluate our options and determine the best path forward for The University of Alabama. We appreciate your partnership in preparing for the TEM rollout and wanted you to be among the first to know of this development. We will continue to provide you with more details on our path forward in the next few weeks.

What’s New?

Many of us look forward to March because it marks the beginning of spring and it brings some welcomed time off to relax and renew, but spring has a little different significance for Procurement Services this year.  We have several long-standing projects that will come to fruition very soon.  We are currently in the early phases of implementation of our new buyBAMA eProcurement system, and we have also been working on a better way to process and track contracts that should be ready for use this month.  You can expect to hear more these projects and more over the spring and summer.

We are hosting our annual Vendor Fair on March 8th, in the Ferguson Center Ballroom.  Please stop by to learn more about our contract vendors and make sure to visit the Procurement table to ask questions and learn more about our current projects.  See you there!

Vendor Fair

Procurement Services will host this year’s Vendor Fair on Tuesday, March 8th from 10:00 a.m. to 3:00 p.m. in the Ferguson Center Ballroom. Many of our current contract vendors will be on hand to showcase the products and services they provide for the University. We invite you to come and meet our representatives face to face and learn more about their products. There will also be employees from all areas of Procurement on hand throughout the day. Click here for more information about the day’s events! For questions please contact Jana Weaver or Amy Chambley.

Goals for the New Year

The start of a new year is a great time to reflect on the past and set goals for the future. While you are making resolutions for personal and professional development, consider incorporating Procurement Training into your plans.  We offer several in-person classes on a monthly basis as well as short-format training videos and eLearning courses that are available at any time.

The Procurement Training Certificate is awarded to those who complete all three of the basic Procurement courses.  Please visit the training website or contact Jennifer Clark for more information.

Winter Break

The holiday season is here!  As you are preparing for the end of the semester, please don’t forget to take care of any final procurement needs as early as possible.  Purchasing and Accounts Payable often get very busy in the days before the break.  Avoid the rush by submitting your requisitions, travel reimbursements, MDVs, and invoices as soon as possible.