PO Operator & Liaison Meeting
January 26, 2016 -- Campus Center 163C
Contents:
BuyWays Updates
Sole Source Documentation & Issue with Audits
Adobe eSign (for Travel and Expense)
Draft University Policy restricting gift cards
eCommerce
BuyWays Updates:
John Martin -- Procurement: (413)545-0361
Website: http://www.umass.edu/procurement/
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When adding attachments to a PO save as a PDF, Word, Excel or Text file:
o To save the document go to: File > Save As > Save as type (below the File Name.) From the
dropdown list:
 Select *.txt to save as a Text Only file
 Select *.docx to save as a word document
 Select *.pdf to save as a PDF
 Select *.xlsx or *xls to save a an excel spreadsheet
o Then attach the file to the email/PO
Sustainable Copy Paper:
o As mentioned in the BuyLine (Vol 7, Issue 2), Print Services offers sustainable copy paper.
They have switched over to using 30% recycled white letter-sized copy paper for all orders,
at no additional charge to departments.
o The use of 30% post-consumer paper is available from OfficeMax thru the BuyWays
punchout at a very competitive price (about $0.25 more per ream than non-sustainable
paper.)
o Recommended Brand: Aspen30 20# white bond copy paper.
Office Max:
o The Staples proposed buyout of OfficeDepot/OfficeMax has been cancelled. This will allow
us to pursue going to the OfficeDepot platform where users can see products by lowest
costs. John will update on a date once he has the information.
o Some departments are receiving deliveries by UPS instead of an Office Max truck. If you
receive a delivery by UPS, please let Holly Lankowski or John Martin know.**
o Shopping Lists: The OfficeMax punch-out catalog has a feature where you can view
Procurement created “shopping lists” or create your own. To view the Procurement shared
lists go to: OfficeMax punchout > Create New Order > Shopping Lists. Click here for
navigation
o In the University’s effort to reduce our carbon footprint and to foster sustainability;
Procurement is looking into the possibility of Monday, Wednesday, and Friday OfficeMax
deliveries. Procurement will also look into options for emergency situations. Please send
any feedback to John Martin.**
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Xerox:
o Any problems or poor service with Xerox Service and Sales should be reported to John
Martin. He will be able to help aid in resolving issues. This includes any issues that need to
be resolved or if you feel you are not getting the service you expect.**
o If your Xerox machine keeps jamming, please be sure you’re rotating your paper stock; first
in, first out.
o Procurement is looking into scheduling a meeting with the Xerox service team. If a member
of your department would be interested in attending, email John Martin
(jomartin@admin.umass.edu).
o Billing Issues: Group members recommended checking the Xerox voucher around the 15th
of every month to be sure accounting is correct.
**Procurement has created an Office Max and Xerox survey. They would like to hear more in depth
feedback about the two (good and bad.) You can complete the short survey here:
https://www.surveymonkey.com/r/MYQQJSK
Apple Purchases:
o UMIT is exploring the Apple DEP (Device Enrollment Program) further and we’ll send out
clarification in a future memo. While the Apple catalog punch-out is still preferable because
it tracks the transaction completely; you can purchase Apple laptops and desktops from
Follett thru the BuyWays system by using a non-catalog purchase order at this time. You can
use the Procard to purchase iPads, but not laptops and desktops from Follett.
Sole Source Documentation & Issue with Audits:
Martin Konowitch -- Controller’s Office: (413)545-1417
Website: http://www.umass.edu/aco
Gary Duggan -- Procurement: (413)545-0361
Website: http://www.umass.edu/procurement/
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The Sole Source Justification form can be found on Procurement’s website here:
http://www.umass.edu/procurement/Fill-In_Forms/formindex.htm
This SSJ needs to be completed and submitted if the item or service is ONLY available from a single
(sole) source. For example: a specialized piece of equipment used for research or laboratory testing,
or a consultant with a specialized field of expertise.
This form is always needed when the cost is greater than $10k and there is only one vendor. If the
cost is under 10k, the form is still highly recommended.
This form is typically filled out by the person involved in the project.
NOTE FOR SOLE SOURCE PURCHASES ASSOCIATED WITH GRANTS: In addition to completing the Sole
Source Justification form please attach any notes or working papers that would satisfy audit
requirements. The notes/working papers should explain the (1) basis for selection, (2) justification
for lack of competition, and (3) cost justification.
The process for determining the need for a Sole Source purchase should already be followed by the
department. The only change is that the process needs to be formalized and attached in BuyWays
on Grant related purchases.
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Adobe eSign (for Travel and Expense):
Jessica Krause -- Administrative Systems: (413)545-2119
Website: http://www.umass.edu/afsystems/
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eSign (formerly EchoSign) drastically cuts down the amount of time it takes to mail, deliver, or email
someone a document to sign.
There are two types of accounts:
o Document Preparer (yearly cost per account)
 Allows you to place signature boxes on the document that needs to be signed, and send
to responsible parties to sign.
 This account can be a personal or shared account.
 To sign up or for more information please visit: www.it.umass.edu/software/electronicsignatures
o Document Signer (free!)
 Able to easily sign a document from your computer, laptop, tablet, or mobile device!
 If you set up an account, you’ll be able to see a record of the documents you’ve signed.
There is a free 30 day trial if you’d like to test out the document preparer account!
https://secure.echosign.com/public/login > Sign up for a free trial
o We recommend using a non-UMass email for the free trial in case you end up getting
EchoSign for your UMass email address.
To use eSign for travel and expense: Prepare the travel/expense report in Finance Production, as
usual. Once completed, print (save) to a PDF and upload into eSign!
o Please view the job aid attached to the Liaison meeting email.
Draft Policy restricting Gift Cards:
Robert Liebowitz -- Controller’s Office: (413)545-0806
Website: http://www.umass.edu/aco/
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There will be a new policy restricting gift card use.
There is a proposed limit of $50 for gift cards. Gift cards at any dollar amount are taxable income
and may be reported on a W-2 or 1099.
If your department administers gift card awards, please send feedback to Bob Liebowitz
(rliebowi@admin.umass.edu) about what types of gift cards and occasions they’re used for.
eCommerce:
Patty Roper O’Brien -- Administrative Systems: (413)545-2119
Website: http://www.umass.edu/aco/
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If your department is thinking about taking credit card payments: Keep in mind that the University
must follow strict payment card industry standards (PCI), University Treasurer's Office policies, and
Amherst campus polices.
Even if your department is only going to be taking credit cards for a small number of transactions,
the standards are set for the University wide threshold.
Commerce Manager is a credit card processing solution for departments who need to take credit
cards for small workshops, services, etc. If your department is looking into other credit card
processing companies, please keep in mind that it can be costly to set up.
For more information go to http://www.umass.edu/afsystems/ecommerce or contact Patty Roper
at 545-2119
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Office Max Shopping Lists:
OfficeMax punchout > Create New Order > Shopping Lists.
(Back to BuyWays Updates)
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