Procurement Services is dedicated to serving the University by providing support and assistance in the acquisition of goods and services. Our primary responsibilities include: contracts, purchase orders, credit card operations, travel services and other specialized campus programs.
In the Spotlight
In preparation for BuySite enhancements taking place, we encourage users to take the self-guided online training courses called What’s Changing in BuySite, which is available on Canvas for Requesters and Approvers.
If you submit requests to purchase goods or services, we recommend you register for the What’s Changing in BuySite—Requesters course. If you approve these requisitions, we recommend you register for the What’s Changing in BuySite – Approvers course.
To access the training courses:
- Please log in to Canvas with your CNetID.
- Next, enroll in each course by selecting What’s Changing in BuySite – Approvers and/or What’s Changing in BuySite – Requesters from the Courses section under the left panel navigation.
- From there, select Assignments to watch each training video. Please reference the attached Job Aid to help guide you to the course assignments.
If you prefer, a 90-minute in-person training will be offered as an option beginning February 6, 2018. Please note, this in-person training is geared toward the BuySite enhancements and will not review BuySite 101; which covers the fundamentals of creating and approving requisitions in BuySite. Click here to register for training.
To learn more about the benefits of BuySite workflow enhancements and new forms, please visit the February 2018 BuySite Enhancements. If you have any questions regarding training, please email BuySite-Enhancements@uchicago.edu.
Procurement Services and the Shared Services Office are partnering together to rollout enhancements to BuySite workflow and forms in February 2018. In advance of any system changes, more information will be distributed via email in early January 2018 regarding training registration and support resources. For more information [Click Here]
On Saturday, October 21st the URL address of the BuySite login website will be changing in order to migrate to the university’s single sign-on functionality to further enhance network security and protect our information. For more information [Click Here]
Audit of AP Payments by Broniec Associates
Broniec is actively performing a contingency based recovery audit of the AP payment records for FY13 to FY15.
The University has opted to delayed the implementation of the Uniform Guidance Procurement Standards until July 1, 2018 as provided by the waiver of the procurement rules stated in2 CFR Part 200, released May 17, 2017. Additional information regarding the extension is located at: https://s3.amazonaws.com/public-inspection.federalregister.gov/2017-09909.pdf. . In the interim, the OMB Circulars will apply to grants, cooperative agreements, and all procurement transactions.
Notice to Suppliers: Fraudulent Purchase Order Email Activity
We want to alert you to an active email scam involving purchase orders and request for product quotations that purport to originate from The University of Chicago but are in fact fraudulent.
GEMS Best Practices
If you've logged into the UChicago GEMS website in the past few weeks, you've had the chance to experience our new expense reporting site, hosted by Concur. The new site helps simplify the reconciliation and reporting process with new tools and a clean, user-friendly interface.
In addition to the site's makeover, we're providing users with some tools and reminders on GEMS Best Practices — a list of guidelines and advice meant to save you time and help ensure accuracy.
A few GEMS Best Practices include:
Avoid submitting multiple expense reports – create one expense report and continue to add transactions to it throughout the month. Travel should be reconciled and submitted for approval within 30 days of purchase – this includes airfare, hotel deposits, conference registrations, etc. Supporting documentation should be well organized – scanned receipts should be legible and all facing the same direction.
If you have any questions about GEMS Best Practices, please contact the Shared Services Help Desk at 773.702.5800, email email@example.com, or submit an Ask a Procurement/Payment inquiry form available on the online portal.
View the news archive for past announcements.