Procurement Shared Service Center Webinar

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Detailed information about the Procurement Shared Service Center's updates, staffing changes, PCard updates, reminders on travel policies, and document retention requirements.

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Procurement Shared Service Center March 16, 2017 Carmen Connect Webinar Audio 1-877-820-7831 code:484159#

Procurement Shared Service Center Housekeeping Items All lines will be muted *6 to unmute your line to ask a question *6 to mute your line after you are done speaking The leads will be monitoring the questions via the chat boxes, please feel free to ask questions there. 2

Procurement Shared Service Center Agenda Staffing updates Pcard Office Updates Reminders & Updates 3

Procurement Shared Service Center Website http://u.osu.edu/pssc Staffing New Fiscal Associate on Charlie Coutellier s team will be starting March 27 New Fiscal Officer on Stephnie Penn s team will be starting around April 3 New Area PSSC would like to welcome the College of Law to the Service Center as of March 1st. Next Call April 20, 2017 @ 10:00 AM 4

Procurement Shared Service Center PCard Updates Effective April 1, 2017 ALL PCard Applications and Maintenance forms administered by DocuSign ONLY. Fax, Paper or Scanned Attachments will be returned. Training for DocuSign Submissions is required for Sender. New Forms and Instructions live at PCard Website (mid-March). Additional requirements have been added to the Group/Extended Travel (GET) Card to meet Auditor of State (Ohio) requirements relative to ATM use. See full article for details. 5

Procurement Shared Service Center Reminders Travel Policy 2.11 - The Ohio State University seeks to ensure efficiency and promote fiscal accountability when authorizing travel disbursements. It is expected that travelers and individuals authorizing travel disbursements will apply this policy in a manner that strives to keep expenses to a minimum and assigns the costs of business related travel appropriately. Ohio State will pay for reasonable and necessary expenses incurred by faculty, staff, students, and eligible guests for authorized business travel on behalf of the university. 6

Procurement Shared Service Center Reminders Travel All Transportation costs (taxis, Uber, Airline, Bus, Train, boat, scooter, etc) must have a valid necessary business purpose. Travel expenses to eat a non-business meal are not a necessary expense typically Itineraries/Agendas Policy 2.11 XII Document Retention: All travel related documentation (including and not limited to receipts, itinerary, registration materials, etc.), must be scanned into eTravel. We must have hard copies of Conference Agendas as links often expire shortly after the conference ends. 7

Procurement Shared Service Center Reminders Travel Rental Car Agencies RAP Roadside Assistance Protections (RAP) charges allows customers to waive financial responsibility for chargeable roadside incidents such as lost keys, lockouts, and fuel outages. Things like flat tires, breakdowns, and disabled vehicles are already covered by our rental agreements RAP charges are rarely a necessary business expense and should not be added to a rental agreement. If they are added, a business purpose must be included. 8

Procurement Shared Service Center Purchasing Reminders Contracted vendors and agreements if a vendor is on contract, the University has already negotiated the terms and conditions with this vendor. Signing additional agreements from the vendor could legally jeopardize those previously negotiated terms and conditions. Purchasing will not sign purchasing agreements for vendors that the University currently has on contract. 9

Procurement Shared Service Center PSSC Email addresses Area Ocio ESUE Grad School John Glenn Libraries OAA Admin ODI Email ADMIN-cio.fiscalservice@osu.edu ADMIN-esue.fiscalservice@osu.edu ADMIN-gradschool.fiscalservice@osu.edu ADMIN-jgi.fiscalservice@osu.edu Dnodes All CIO and ODEE Dnodes All Enrollment Services and Undergraduate Education Dnodes All Grad School Dnodes (D3000, D3001, D3002) John Glenn Dnode (D4240) Libraries Dnode (D3200) All OAA Admin Dnodes (D4009, D4200, D4201) Diversity & Inclusion Dnode (D4207) OAA OAA OAA OAA OAA OAA OAA ADMIN-libraries.fiscalservice@osu.edu ADMIN-oaa.fiscalservice@osu.edu ADMIN-odi.fiscalservice@osu.edu ADMIN-ohr.fiscalservice@osu.edu OHR OIA Outreach & Engagement Research Wexner ADMIN PSSC-Govt Affairs ADMIN PSSC-Board of Trustees ADMIN PSSC-Ofc of the President ADMIN PSSC-Legal Affairs ADMIN PSSC-Univ Advancement ADMIN PSSC-Business and Finance ADMIN PSSC-SL Advancement ADMIN PSSC-SL Tech Services ADMIN PSSC -SL FML ADMIN PSSC-SL Dining Services ADMIN PSSC-SL Res Life & Housing ADMIN PSSC-SL Ohio Union ADMIN PSSC-SL Rec Sports OAA OAA OAA OAA OAA BF BF BF BF UA BF SL SL SL SL SL SL SL All Human Resource Dnodes (D4700, D4710, D4720, D4730, D4750, D4780) All International Affairs Dnodes (D4232, D4235) All Outreach & Engagement Dnodes (D5900, D5910) All Research Dnodes All Wexner Center Dnodes All Govt. Affars All Board of Trustees All office of the President All Legal Affairs All University Advancement All Business & Finance All SL Advancement Operations All Tech Services All Facilities, Management, And Logistics All Dining Services and Regional Dining All Housing, Regional Housing, and Residence Life All Ohio Union, Student Activities All Rec Sports ADMIN-oia.fiscalservice@osu.edu ADMIN-oe.fiscalservice@osu.edu ADMIN-research.fiscalservice@osu.edu ADMIN-wexner.fiscalservice@osu.edu ADMIN-Govaffairs.pssc@osu.edu ADMIN-BOT.pssc@osu.edu Admin-President.pssc@osu.edu ADMIN-LegalAffairs.pssc@osu.edu ADMIN-UnivAdvancement.pssc@osu.edu ADMIN-Busfin.pssc@osu.edu ADMIN-SLAdvancement.pssc@osu.edu ADMIN-SLTechServ.pssc@osu.edu ADMIN-SLFML.pssc@osu.edu ADMIN-Diningservices.pssc@osu.edu ADMIN-Housing.pssc@osu.edu ADMIN-OhioUnion.pssc@osu.edu ADMIN-RecSports.pssc@osu.edu ADMIN PSSC-SL Health & Wellness ADMIN-StuHealth.pssc@osu.edu SL Student Health Services, Student Wellness, Counseling & Consultation Services Budget & Planning, Fiscal Support Svcs, CFO, SL Admin, CFTSOSL, Strategic Communications, and BuckID ADMIN PSSC-SL Admin Support ADMIN-SLAdminSupport.pssc@osu.edu SL Student Health Insurance, Student Advocacy, Student Conduct, MCC, Off Campus, carreer Counseling, Buckeye Careers, Disability Services ADMIN PSSC-SL Student Services ADMIN-SLStudentServ.pssc@osu.edu SL 10