BU Procure-to-Pay Guide

BU Procure-to-Pay Guide copyright © Boston University. All rights reserved. www.bu.edu/sourcing The information contained in this document is subject to change without notice. This document contains proprietary information which is protected by copyright. All rights are reserved. No part of this document may be photocopied, reproduced, or translated to another language without the prior written consent of Boston University. Table of Contents Chapter 1: Getting Started 1 Chapter 2: The Terrier Marketplace 2 Chapter 3: Fundamentals of Procurement Shopping Carts and Purchase Orders When to Use a Shopping Cart Contracts What is a Contract? Who can sign an agreement on behalf of BU? Basic Elements of a Service Agreement Basic Elements of a Supply Agreement Contract Administration Statement of Work Types of Agreements Verbal Orders Standard Purchase Orders Limit Purchase Orders Price Agreements Master Agreements Import Orders Supplier Management Contract Administration Supplier Corrective Action Reporting (SCAR) BU Suppliers Supplier Registration Supplier Diversity Strategic Sourcing SMART Spending Chapter 4: Procurement Policies Ordering and Contracting Policy Limit Order Policy Vendor Management Program Agreement Administration Policy Governance Procurement Ethics Shipping/Receiving Ordering from Outside the U.S. Payment Terms Quotations Competitive Bidding Request for Proposal (RFP) Process Non-Competition 4 5 7 8 9 10 11 12 13 14 16 17 18 19 21 22 23 24 25 27 28 29 30 31 33 34 35 36 37 38 39 40 41 46 47 48 49 51 Purchasing Card Policy Travel Policy Property Management Engagement of Professional Services Employee Conflict of Interest Questionnaire Chapter 5: Procure-to-Pay How to Buy Goods Procurement Process Overview Purchasing Specifications Purchasing Equipment Audio Visual Supplies Computers and Software Accessories and Software Adobe and Microsoft Apple Standards PC Standards Copiers Printers Printer Repair Furniture and Fixtures Office Supplies Business Cards and Stationary Promotional Items How to Buy Services Charter Bus Services Contingent Labor Agency Temps Consultants, Contractors, and Freelancers Employee Relocation Services Internal Services Internal Services Printing Services Travel Services How to Make Payments Invoice Payments Purchasing Card Chapter 6: PCard How to Log on to CAR Cardholder - How to Update Transactions Approver - How to Approve Transactions Chapter 7: BUworks Central Shopping Cart Procurement Settings Personalization Buy on Behalf Substitution 53 55 56 57 58 59 60 61 62 63 65 66 67 68 69 70 71 73 75 76 78 80 81 83 84 87 88 90 92 94 95 98 102 103 104 105 108 109 111 116 119 120 121 122 127 131 Default Settings - Set Values Team Purchasing How to Set Up Teams Shopping Cart Setting Searching for Team Carts Searching by PO Number Shopping Cart Creation With Free Description - Registered Supplier With Free Description - New Supplier With Free Description - Unknown Supplier Terrier Marketplace Punch Out Catalog Compare Products Saved Search Favorites Folder Shop by Category Shop by Supplier Limit Order Suppliers Registered with Boston University Split Cost Distribution Adding Attachments Adding an Approver Approval Process Shopping Cart Approval Purchase Order Approval Shopping Cart Status Rejected or Inquired Shopping Cart PO Change Orders Reporting Reporting Document Library Working with Business Warehouse Reports FAQ Where Did the PO Go? Purchase Order Contact Information Has an Invoice Been Posted? How Do I Delete My Shopping Cart? How Do I Edit My Shopping Cart? 135 137 138 141 142 145 147 148 154 159 164 170 175 177 179 181 183 184 189 194 199 202 205 206 208 210 212 215 218 219 220 221 222 224 227 230 235 Chapter 8: Research Procurement 238 239 240 241 242 243 244 245 246 247 248 Research Procurement at Boston University How to Work with Suppliers and Sales Personnel How to Use BUworks Central for Research Procurement Chemicals, Lab Gases, Dry Ice How to Order Chemicals How to Order Compressed Gas How to Order Dry Ice Lab Consumables How to Order Multi-well Plates How to Order Plastics and Glassware Lab Hoods, Furniture and Fixtures How to Order Biosafety Cabinets and Hoods Hood and Biosafety Cabinet Testing How to Order Lab Furniture and Chairs Lab Equipment and Instruments Equipment Maintenance and Repair How to Order Cameras How to Order Centrifugation Equipment and Supplies How to Order Chromatography Equipment and Supplies How to Order Incubators How to Order Microscopes How to Order Ovens How to Order Pipettes How to Order Refrigerators and Freezers How to Order Thermo Cyclers Biological Products How to Order Antibodies How to Order Enzymes How to Order Amino Acids, Peptides or Proteins How to Order Cell Culture Products How to Order Primers and Probes Dental Products Restricted Items How to Order Animals How to Order Ethanol How to Order Pharmaceuticals and Controlled Substances How to Order Syringes Safety Products How to Order Goggles and Gloves How to Order Lab Coats and Apparel How to Handle Chemical and Bio-hazard Waste Disposal How to Develop A Small Business Plan How to Purchase Supplies and Services on a Grant 249 250 251 252 253 254 256 257 258 259 260 262 263 264 265 267 268 270 271 272 273 274 276 277 279 280 281 282 283 284 285 286 287 Chapter 9: Glossary 288 Getting Started Getting Started Welcome to the Boston University Procure-to-Pay Employee Guide. Browse content by selecting pages to the left or on the menu bar across the top of the screen. To quickly find specific information, enter search criteria in the search box in the top right corner and click the search button. This page is updated on the 1st business day of every month. Check back for updates and enhancements. If you're unable to find what you're looking for in this help system, try these alternative resources: Sourcing & Procurement BUworks Fundamentals of Procurement - Covers information from contracts to strategic sourcing. Procurement Policies - Covers information from shipping to payment terms. Procure-to-Pay - Instructions on how to buy goods and services as well as how to make payment. PCard - Instructions for updating transactions and approving purchases in CAR. BUworks Central - Step-by-step instructions on how to use BUworks Central (SAP) for making purchases. Research Procurement - Instructions on how to procure items specifically for research. Glossary - Definitions for terms used in this guide. Recently Updated Pages Ordering and Contracting Policy Request for Proposal (RFP) Process Has an Invoice Been Posted? Purchase Order Contact Information Where Did the PO Go? BU Procure-to-Pay Guide 1 Glossary Email: Ike Babbitt The Terrier Marketplace . Print Page Overview Introducing Boston University's improved online marketplace that will make purchasing supplies significantly easier. The Terrier Marketplace will allow shoppers to purchase laboratory and office supplies, printing services, electronics, computers, and maintenance and repair items from dozens of the University’s contracted suppliers. With over 40 catalogs from major scientific suppliers such as Fisher Scientific, Henry Schein, Life Technologies, Sigma-Aldrich, etc., researchers will now be able to quickly order products directly from BUworks Central at Boston University contracted prices. While the functionality of the shopping cart will remain the same, the appearance and usability of the catalog screens will be noticeably improved. Products will be searchable by supplier, feature and price from one simple interface. Contracted pricing will ensure that invoice matching and encumbrance relief works correctly. The newly redesigned Terrier Marketplace will be available for all shoppers on July 1, 2013. To access the Terrier Marketplace, log into BUworks Central, open a shopping cart, complete default settings, and choose Terrier Marketplace from the Add Item menu. Training Trainings will be held on both the Charles River and Medical Campuses. To sign up for a training session, visit the IS&T training calendar and look for Terrier Marketplace Catalog Ordering or Shopping Cart Creation (Basic). Below is a sample of the new catalog interface. Advantages Negotiated savings Quick and easy searches Millions of products a click away Compare products from multiple suppliers Over 60 suppliers in one place One log in for every supplier Encumber funds at the time of purchase Send purchase orders within seconds Ensure correct pricing Capture additional savings via early discount payment terms Preparation BU Procure-to-Pay Guide 2 The Terrier Marketplace If you don't have shopping cart access, you will need to request that your Department Security Administrator (DSA) give you the shopper role. If you don't know who your DSA is, contact Information Security. Attend a training session. Set up your personalization for delivery address, cost center, and product category. Utilize the default settings feature in your shopping cart to ensure proper delivery and account charges. When in doubt, follow the Terrier Marketplace guide when placing an order. Enjoy a more user friendly shopping experience that will help save you and your department more money. Issue Date 5/15/2013 BU Procure-to-Pay Guide 3 Fundamentals of Procurement . Fundamentals of Procurement Shopping Carts and Purchase Orders - An overview of the procurement process and how to use shopping carts and purchase orders. When to Use a Shopping Cart - The applicable uses for shopping carts and purchase orders. Contracts - Discover different types of contracts and the application of each type. If you're unable to find what you're looking for in this help system, try these alternative resources: Sourcing & Procurement Types of Agreements - The kinds of agreements executed by Sourcing & Procurement. Supplier Management - Supplier registration, disqualification, and current Boston University suppliers. BUworks Glossary Email: Ike Babbitt Strategic Sourcing - Methods used to leverage spend and save the University money. SMART Spending - Schools Managing Assets Resources & Technology. BU Procure-to-Pay Guide 4 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Shopping Carts and Purchase Orders Shopping Carts and Purchase Orders Purpose This page provides an overview of the procurement process. University departments are encouraged to contact Procurement early in the acquisition process to allow specialized buyers and contract specialists assist in the procurement process. Scope The University has implemented SAP to record its financial transactions. All acquisition transactions, including shopping carts, purchase orders, reimbursement requests, invoices and payments must be entered into SAP. Administrative staff typically use shopping carts within the "Procurement" for requisition entry and look-up and "Reporting" for general financial reporting needs. This system will be referred to as "BUworks" in the remainder of this page and the other pages in this guide. Responsibility End users and shoppers are responsible for following the procedure outlined below. Procedure • Transaction Preparation - Shopping carts must be completed by a BU employee that has access to procurement and shopping carts. Employees should contact their data security administrator to obtain access. • Shopping Cart Approvals - Every shopping cart is electronically stored and routed to a designated person who is an authorized approver for the account being charged for the acquisition of the goods or services. In addition to departmental approval, shopping carts may be routed to Sourcing & Procurement as well as other offices if their approval is needed. • Attachments - Attachments for shopping cart are electronically attached to each shopping cart in the preparation stage. When uploading an attachment, determine whether the attachment needs to stay "visible internally only" or also visible to the supplier. • Supplier Selection - Departments may obtain information about suppliers through BUworks Central, the Sourcing & Procurement website, or by contacting Sourcing & Procurement directly. • Purchase Orders and Contracts - Once the shopping cart has been fully approved, a purchase order will be sent to the assigned supplier. Only Sourcing & Procurement is authorized to assign purchase orders to registered suppliers. Unless otherwise authorized by the Board of Trustees or delegated authority from the Chief Financial Officer, no other University department may assign contract or purchase order numbers in the acquisition of goods and services. A purchase order number must be assigned to an order before commencing and invoicing any product purchase or service work. • Modifications - When the product, service, or terms of acquisitions must be changed to meet the University's needs, the department is responsible for initiating the change with the assigned buyer to their purchase order. If the requested change is significant, the purchase order will go through an approval process before the changed document is sent to the supplier. • Invoicing - Once the product has been delivered or the service has been completed, the supplier will send the invoice to Accounts Payable for payment. All invoices must reference the appropriate purchase order number and comply with the requested good or service as well as the price on the purchase order. Any invoices that do not match the purchase order will be returned to the supplier for correction. Helpful Hints • Follow the instructions above to help streamline the ordering process for the University. Any deviation from the process described above will result in delays in ordering or payment. Issue Date 3/5/2013 BU Procure-to-Pay Guide 5 Fundamentals of Procurement . BU Procure-to-Pay Guide 6 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > When to Use a Shopping Cart When to Use a Shopping Cart Purpose Boston University has implemented SAP "BUworks" to record its financial transactions. All acquisition transactions (shopping carts, purchase orders, disbursements, reimbursements, and payments) must be entered into BUworks. Scope Shopping carts are applicable to all Boston University orders for goods and services. Responsibility The shopper, in coordination with Sourcing & Procurement, are responsible for determining if items should go on a shopping cart. Procedure • The preferred method of ordering and payment at Boston University is a shopping cart. • The few exceptions of when a disbursement request is acceptable are: taxes, rent, single time services that are under 30 days and $10k, and utilities. • Payments made by disbursement that should be made on a shopping cart will be returned to the requester by Accounts Payable. Helpful Hints • When in doubt, submit a shopping cart to place your order. Issue Date 3/4/2013 BU Procure-to-Pay Guide 7 Fundamentals of Procurement . Home > Fundamentals of Procurement > Contracts Contracts What is a Contract? - Aspects of agreements administered by Sourcing & Procurement. When to Use a Shopping Cart - Details when it is appropriate to use a purchase order. Who can sign an agreement on behalf of BU? - Positions that have the authority to sign contracts. Basic Elements of a Service Agreement - Details involved in executing a service contract. Basic Elements of a Supply Agreement - Details involved in executing a supply contract. Statement of Work - Description and sample of the statement of work template. BU Procure-to-Pay Guide 8 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Contracts > What is a Contract? What is a Contract? Purpose Contracts are intended to enforce promises that were entered into voluntarily by two or more parties. Scope Procurement contracts can cover anything from goods to services to equipment that the University intends to purchase. Responsibility Sourcing & Procurement is responsible for engaging suppliers in contract negotiations as well as providing them with the appropriate contract for their goods or services. Sourcing & Procurement is also responsible for negotiating any of the business terms of the contract. The Office of General Council assists Sourcing & Procurement by providing the contract templates as well as negotiating legal terms. Definitions • Sourcing & Procurement a department at Boston University that provides procurement services to the University. • Office of General Council a department at Boston University that provides legal services to the University. Procedure • If you have a company that you would like to enter into a contract with, contact Sourcing & Procurement. The corresponding buyer or manager will determine whether it is in the best interest of the University to engage in contract negotiations with the requested supplier. • If Sourcing & Procurement feels that it is necessary to engage in contract negotiations, they will work with the Office of General Council to potentially execute a contract. Helpful Hints To improve leverage, it is often helpful in contract negotiations if the end user(s) do not share any information with the supplier. Issue Date 9/25/2012 BU Procure-to-Pay Guide 9 Fundamentals of Procurement . Print Page Home > Fundamentals of Procurement > Contracts > Who can sign an agreement on behalf of BU? Who can sign an agreement on behalf of BU? Purpose To protect the University, certain employees are allowed to sign agreements on behalf of the entire University. Scope Per Article II, Section 7. of the University Bylaws, the University Treasurer and Assistant Treasurers are authorized signatories for the University. Responsibility As stated above, only the University Treasurer and Assistant Treasurers are responsible for signing on behalf of the University. All other employees are responsible for making sure that they do not enter into a contract without the proper approval and signatory. Definitions Signatory - A person who has signed a contract, treaty or any other legal document. Procedure If the contract is being negotiated by Sourcing & Procurement, the corresponding buyer or manager will obtain the necessary signature(s). Issue Date 9/25/2012 BU Procure-to-Pay Guide 10 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Contracts > Basic Elements of a Service Agreement Basic Elements of a Service Agreement Purpose Service agreements are executed to define various aspects of the service as described below. Scope Service agreements can cover any type of service from freelance work to service contracts with major corporations. Responsibility The buyer or manager is responsible for executing the components listed below. Definitions • Scope of work A description of the work to be done that is clearly understood by all parties. • Period of agreement A definite time frame of the agreement that has a start date and a completion date. • Compensation Defined as either a lump sum, unit price, or time and material. • Terms of payment How quickly payment will be made. This can also include negotiated discounts such as 2% 10 day net 30. • Contract administrator The person responsible for ensuring that the scope of work is completed to required specifications and within the cost and stated time limits. Issue Date 9/25/2012 BU Procure-to-Pay Guide 11 Fundamentals of Procurement . Print Page Home > Fundamentals of Procurement > Contracts > Basic Elements of a Supply Agreement Basic Elements of a Supply Agreement Purpose Supply agreements are executed to define various aspects of supply as described below. Scope Supply agreements can include anything from a single purchase to a multi-year supply agreement. Responsibility The buyer or manager is responsible for executing the components listed below. Definitions • Scope of work A description of the materials that are going to be supplied during the agreement. • Period of agreement A definite time frame of the agreement that has a start date and a completion date. • Compensation Defined as either a lump sum, unit price, or time and material. • Terms of payment How quickly payment will be made. This can also include negotiated discounts such as 2% 10 day net 30. • Contract administrator The person responsible for ensuring that the scope of work is completed to required specifications and within the cost and stated time limits. Issue Date 9/25/2012 BU Procure-to-Pay Guide 12 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Contracts > Contract Administration Contract Administration Purpose Contract administration refers to the process of managing existing contracts and renewing them when applicable. Scope Sourcing & Procurement is responsible for negotiating and managing any contract for the University that incorporates goods or services. Responsibility Sourcing & Procurement is organized by commodity to leverage product based knowledge in contract administration and negotiation. Definitions • Commodity A division of products and services that is used to divide labor in the Sourcing & Procurement department. Examples are information technology and laboratory supplies and services. Procedure • Buyers and managers perform regular reviews with suppliers to ensure contract compliance. • If necessary, audits are performed to validate the contract pricing structure against actual invoices. • Once the term of the contract has expired, the contract administrator will determine whether the contract should be renewed. Helpful Hints To find the correct contract administrator, contact a buyer or manager in the commodity that you are inquiring about. Refer to the Sourcing & Procurement website to find the correct contact information. Issue Date 9/25/2012 BU Procure-to-Pay Guide 13 Fundamentals of Procurement . Print Page Home > Fundamentals of Procurement > Contracts > Statement of Work Statement of Work A Statement of Work (SOW) is a formal document that captures and defines the work activities, deliverables, and a timeline with which a vendor must perform the specified work for a client. The SOW includes detailed requirements, pricing, and governing terms and conditions. A SOW should be drafted each time a University unit engages the services of a vendor. Once the SOW has been agreed upon by both the vendor and the University, it should be uploaded to a shopping cart and will govern the terms of the engagement. The following parameters are addressed in our form Statement of Work: Project: describes the purpose and scope of the engagement. The SOW should be detailed when describing the expected deliverables. Location: describes where the work will be performed (University location or vendor location or both). SOW Time and Completion Date: specifies the anticipated timeline of the engagement, such as start and end dates and should include any other elements as they relate to scheduling. Contract Sum/Payment Schedule: specifies the payment terms with which the University will pay the vendor and the structure of the payments, either per hour (time and materials) or per deliverable (fixed cost). Technical Specifications & Warranty: specifies the University’s entitlement to any manufacturer’s warranty as well as any warranty offered by the vendor as it relates to the services being performed. (This section can be removed when applicable.) Work Schedule: specifies the time the services will take place. This section allows the University to identify the number of allowable hours for billing and sets the parameters around overtime and holiday pay. Special Requirements: specifies any special hardware or software, specialized workforce requirements such as degrees or certifications of personnel, travel requirements, and any other obligations deemed important. (This section can be removed when applicable.) Authorized Representatives: specifies the individuals from each party responsible for providing consent, approval, authorization or other actions (e.g., change orders) required for the SOW. Authorized Representatives: (slightly different from the Authorized Representatives section above) specifies, if applicable, the vendor personnel who will provide the services. An example of a SOW is shown below and can be downloaded here or from the Sourcing & Procurement website. If you have any questions or need assistance, please email talent@bu.edu. THIS SCOPE OF WORK (“SOW”) is attached to a UNIVERSITY issued Purchase Order dated __________, 2013 (the “PO”), entered into by Trustees of Boston University, through its [Relevant department, school or unit], (the “UNIVERSITY”) and [VENDOR Name] and its agents, servants, employees and subcontractors (collectively the “VENDOR”). If a conflict exists between the terms of the PO and this SOW, the terms of the PO shall govern. 1. Project: VENDOR shall provide the following Services relating to the [INSERT NAME OF THE PROJECT] (the “Project”) in accordance with the provisions set forth below. [Describe Services to be provided in detail] 2. Location: The Services will be performed at the following location(s): [Insert location that Services will take place or delivered] 3. SOW Time and Completion Date: This SOW shall commence on [Date] and terminate on the earlier to occur of the following: (i) full and complete delivery of the Services (the “SOW End Date”) and (ii) termination pursuant to the Termination Section of the PO. 4. Contract Sum/Payment Schedule: In consideration for providing the Services to UNIVERSITY, UNIVERSITY shall pay VENDOR in accordance with the payment schedule (“Payment Schedule”) set forth below. UNIVERSITY shall pay VENDOR within sixty (60) days after receipt of an invoice provided by VENDOR pursuant to the terms of the PO; provided, however, UNIVERSITY shall have no obligation to pay any invoice for Services not delivered in compliance with the PO or this SOW and such payment obligation on behalf of UNIVERSITY and all applicable warranties relating to the Services provided under this SOW shall not be triggered until such Services are delivered to UNIVERSITY in compliance with the PO and this SOW. BU Procure-to-Pay Guide 14 Fundamentals of Procurement [Insert contract sum and payment schedule] 5. Technical Specifications & Warranty: In addition to any agreed upon terms set forth in this Section 5, UNIVERSITY shall be entitled to any manufacturer’s warranty and any warranty offered by VENDOR relating to the Services. [Insert technical specification (if any) and special warranties for the Services VENDOR will provide] 6. Work Schedule: The performance of the Services shall be completed in accordance with the following work schedule (the “Work Schedule”): [Insert Work Schedule] 7. Special Requirements: [Insert, if applicable] 8. Authorized Representatives: Any consent, approval, authorization or other action required or permitted to be given or taken by UNIVERSITY or VENDOR, as the case may be, shall be given or taken by one or more of the authorized representatives of each. Either Party may from time to time designate other or replacement authorized representatives by written notice to the other Party hereto. The written statements and representations of any authorized representative of either of the Parties shall be binding upon the Party for whom such person is an authorized representative, and the other Party hereto shall have no obligation or duty whatsoever to inquire into the authority of any such representative to take any action it proposes. The VENDOR Representative is: [Insert] ________________________________________________________ Name, Title, Address, Telephone UNIVERSITY’s Representative is: [Insert] ________________________________________________________ Name, Title, Address, Telephone 9. Authorized Representatives: [If applicable, list VENDOR personnel who will provide the Services.] By executing the PO, VENDOR agrees to (i) perform the Services in accordance with this Scope of Work and any attachments hereto in accordance with the terms and provisions of the PO and (ii) to be bound by terms and provisions of the PO. BU Procure-to-Pay Guide 15 Fundamentals of Procurement . Home > Fundamentals of Procurement > Types of Agreements Types of Agreements Verbal Orders - Any order that is submitted without a written purchase order. Standard Purchase Orders - A legally binding document used to purchase materials and services from suppliers. Limit Purchase Orders - A type of purchase order that is used for items or services that have a variable cost. Price Agreements - Used to agree upon contractual terms as well as the price of the goods or services. Master Agreements - Used to agree upon contractual terms but does not contain any purchase commitments. Import Orders - Used when ordering from outside of the United States. BU Procure-to-Pay Guide 16 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Types of Agreements > Verbal Orders Verbal Orders Purpose Verbal orders should not be utilized. The purpose of verbal orders are for goods that cannot be ordered on a shopping cart and have a total value less than $1,000. To determine whether the requested goods can be purchased on a shopping cart, contact Sourcing & Procurement. Scope Verbal orders should NOT be used for the following reasons: • No hard copy of order issued to the supplier. • No defined terms and conditions. • Not a contract. • No assurance of supply or remedy for failure to deliver. Responsibility The responsibility of verbal orders is entirely on the requester. Helpful Hints Visit the BUworks Central section and follow the instructions to create a shopping cart rather than placing a verbal order. Issue Date 9/25/2012 BU Procure-to-Pay Guide 17 Fundamentals of Procurement . Print Page Home > Fundamentals of Procurement > Types of Agreements > Standard Purchase Orders Standard Purchase Orders Purpose A purchase order is a legally binding document that is used for requesting goods or services from a specific supplier. To see a walk through for creating purchase orders, please visit the shopping cart creation section. Scope Purchase orders can cover materials, services, or equipment for one time purchases. Responsibility Buyers in the Sourcing & Procurement department are responsible for managing all aspects of the purchase order. The buyer ensures that the price, quantity, and specifications are clearly defined. Items procured with a purchase order are protected by the University's terms and conditions. Definitions • Order Confirmation Document provided by the supplier, usually in email form, that verifies the details of the order. • Invoice Document provided by the supplier that requests payment after the request from the purchase order has been fulfilled. • Shopping cart Used to request goods or services through the BUworks Central Portal. Procedure • Determine the specific need. • Submit a shopping cart to request that a purchase order is created and sent for the request. • Receive an order confirmation from the supplier for the goods or services. • Receive the goods or services. • Ensure that the invoice is received by Accounts Payable. • Approve, reject, or put the invoice on hold. Issue Date 9/25/2012 BU Procure-to-Pay Guide 18 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Types of Agreements > Limit Purchase Orders Limit Purchase Orders Purpose A type of purchase order that is used for items or services with a variable total cost. Formerly called blanket order. To find a work instruction, for limit orders, go to the shopping cart creation section. Limit orders cannot be used for suppliers that have catalogs enabled within BUworks. Scope Limit orders can cover everything from dry ice to consultants. Responsibility Shoppers are responsible for submitting a shopping cart to request that the purchase order be created. Buyers are responsible for creating the purchase order from the shopping cart. Shopping carts that have limit items do not automatically create purchase orders. Definitions • Buyer A Sourcing & Procurement professional that assists in the procurement process. • Shopper A requester that completes the shopping cart form. Procedure 1. Limit purchase orders may be used when the department/unit will: • Purchase repetitive, specified, services or items, or categories of items from the same supplier; which will be purchased and paid in a predictable manner during a certain time period. • Order standard materials or maintenance supplies which require numerous shipments. • Enable the buyer to obtain more favorable pricing through volume commitments. 2. Limit purchase orders should not be used: • When no benefit will be derived over and above use of a regular purchase order. • As a means to provide an open line of credit with a supplier. • When prices are unknown at the time of ordering, or subject to change later without notice. • When quality of supplier and/or services are questionable. 3. Limit Order Format - A limit order shall include the following information: • The period covered by the limit order. • Prices, terms, and billing arrangements. • Items and/or categories of items to be covered by the blanket purchase order. 4. Responsibility - It shall be the responsibility of the ordering department to monitor the prices, terms, and remaining value of their limit order. Purchase Orders are contractual agreements with suppliers and should not be used for internal budgeting procedures. 5. Annual Review - Each fiscal year, the Sourcing & Procurement department should review new limit purchase order requests for the requirements listed in step 3. After the limit order has been established, shoppers are responsible for: • Call or email the supplier with your order and purchase order number. • Receive the goods or services. BU Procure-to-Pay Guide 19 Fundamentals of Procurement . • Ensure that the invoice is received by Accounts Payable. • Approve, reject, or put the invoice on hold. Helpful Hints All limit purchase orders start with 86 (rather than 85 for material purchase orders). Information on the total price of the limit order is not sent to the supplier. This process is in place to protect the University by ensuring that the requester is only responsible for payment on goods or services received, not the entirety of the limit amount. Issue Date 9/25/2012 BU Procure-to-Pay Guide 20 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Types of Agreements > Price Agreements Price Agreements Purpose A price agreement binds the pricing of a specific commodity over a specified period of time. The prices may be fixed or tied to a market index. The Producer Price Index (PPI) is used at Boston University for agreements that do not have fixed pricing. Scope Procurement contracts can cover anything from goods, to services, to equipment, that the University intends to purchase. Responsibility Sourcing & Procurement is responsible for engaging suppliers in contract negotiations as well as providing them with the appropriate contract for their goods or services. Sourcing & Procurement is also responsible for negotiating any of the business terms of the contract. The Office of General Council assists the Sourcing & Procurement department by providing the contract templates as well as negotiating the legal terms of the contract. Definitions • Sourcing & Procurement A department at Boston University that provides procurement services to the University. • Office of General Council A department at Boston University that provides legal services to the University. Procedure • If you have a company that you would like to enter into a contract with, contact Sourcing & Procurement. The corresponding buyer or manager will determine whether it is in the best interest of the University to engage in contract negotiations with the requested supplier. • If Sourcing & Procurement feels that it is necessary to engage in contract negotiations, they will work with the Office of General Council to potentially execute a contract. Helpful Hints To obtain pricing or other information about a company that is under agreement with Boston University, contact a buyer in the related commodity. Issue Date 9/25/2012 BU Procure-to-Pay Guide 21 Fundamentals of Procurement . Print Page Home > Fundamentals of Procurement > Types of Agreements > Master Agreements Master Agreements Purpose A master agreement binds the terms and conditions of future transactions or agreements. This allows for quick negotiations on future purchases because the terms and conditions have already been established. Scope Procurement contracts can cover anything from goods, to services, to equipment that the University intends to purchase. Responsibility Sourcing & Procurement is responsible for engaging suppliers in contract negotiations as well as providing them with the appropriate contract for their goods or services. Sourcing & Procurement is also responsible for negotiating any of the business terms of the contract. The Office of General Council assists the Sourcing & Procurement department by providing the contract templates as well as negotiating the legal terms of the contract. Definitions • Sourcing & Procurement A department at Boston University that provides procurement services to the University. • Office of General Council A department at Boston University that provides legal services to the University. Procedure • If you have a company that you would like to enter into a contract with, contact Sourcing & Procurement. The corresponding buyer or manager will determine whether it is in the best interest of the University to engage in contract negotiations with the requested supplier. • If Sourcing & Procurement feels that it is necessary to engage in contract negotiations, they will work with the Office of General Council to potentially execute a contract. Helpful Hints To obtain pricing or other information about a company that is under agreement with Boston University, contact a buyer in the related commodity. Issue Date 9/25/2012 BU Procure-to-Pay Guide 22 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Types of Agreements > Import Orders Import Orders Purpose All shipments coming from outside the United States must clear U.S. Customs. Complex, large, difficult or unusual shipments may have duty or other issues which can significantly impact the cost of your transaction. Certain transactions require permits or licenses from local, state and federal government agencies. It is the policy of Boston University that all members of the University community shall comply with all applicable import control laws and regulations. Failure to do so can result in significant civil and criminal penalties for the University and the individuals involved. Scope Shipments are subject to the rules and regulations of the United States Customs and Border Protection Agency and the United States Department of Commerce. Responsibility Shopper - Responsible for informing all necessary parties of the entry. Buyer - Work with the custom broker to arrange freight, clearance, and delivery to Boston University. Environmental Health & Safety (EHS)- Place orders for any select agents, hazardous materials, infectious and diagnostic specimens, radio active materials, and controlled substances. DHL - Process import documents, clear goods through Customs, advise on permits and licenses, process duty-free exemptions. Definitions • Customs Broker A professional that clears goods through customs barriers. Procedure • Before placing a shopping cart, verify that no additional parties need to be informed. If you are unsure, contact the buyer in the associated commodity. • Create and order a shopping cart noting that the order is being shipped from outside the United States. • The buyer will contact you if any further information is needed. Helpful Hints Only shopping carts that are over $5k and created as with free description will be routed to a buyer. If your order does not meet those requirements, contact a buyer before placing the order. Preferred Suppliers DHL Global Forwarding Issue Date 9/25/2012 BU Procure-to-Pay Guide 23 Fundamentals of Procurement . Home > Fundamentals of Procurement > Supplier Management Supplier Management Contract Administration - Maintaining existing agreements with suppliers. Supplier Corrective Action Reporting (SCAR) - A method of documentation used to improve supplier quality. BU Suppliers - Suppliers that are currently registered to do business with Boston University. Supplier Registration - Covers when a supplier needs to register and how to find suppliers that have already registered. Supplier Diversity - A plan used by Sourcing & Procurement to encourage procurement with small, minority, or veteran owned businesses. BU Procure-to-Pay Guide 24 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Supplier Management > Contract Administration Contract Administration Purpose The individual, function, department or college authorizing and requesting supplies or services from a supplier is required to appoint an agreement administrator or individual responsible to oversee the work to be performed by the vendor for the specified contract, agreement, or purchase order. Scope The administrator must oversee the specified contract, agreement or purchase order. Responsibility The agreement administrator will take affirmative steps to ensure that all vendors comply with the terms and conditions outlined in an award document and supporting contract. Sourcing & Procurement will assist the agreement administrator in the development and management of a Vendor Management Program to ensure contract compliance. Definitions • Agreement Administrator Person responsible for managing the supplier that is under contract. Procedure • Contract Execution The agreement administrator will ensure that all agreements jointly signed by a vendor and the University are reviewed by appropriate legal or other Boston University contract authorities prior to execution. The agreement administrator will follow all contract execution policies as delegated by the Board of Trustees and/or President of Boston University. • Documentation: • The individual filling out the shopping cart shall reference the name, email address and phone number of the agreement administrator on the in the internal note section. • The buyer in Sourcing & Procurement shall reference the name, email address and phone number of the agreement administrator in the internal note section of the purchase order. • The agreement administrator shall maintain file records of all signed agreements and will forward a copy of each signed agreement along with a shopping cart for payment administration and audit. • The Agreement Administrator will follow bid policies of the University and will provide documentation for lowest total cost and/or competitive bidding as required by policy. • Payment: • The agreement administrator has the responsibility for ensuring that the supplier agrees to all business terms of an agreement including invoicing requirements. •The agreement administrator is responsible for review and/or approval of all invoices per terms of an agreement prior to payment by the University. • Accounts Payable shall reference the purchase order and contact the agreement administrator to resolve any discrepancies in payment from that stated in the contract, agreement or purchase order. Issue Date 9/26/2012 BU Procure-to-Pay Guide 25 Fundamentals of Procurement . Print Page Home > Fundamentals of Procurement > Supplier Management > Supplier Corrective Action Reporting (SCAR) Supplier Corrective Action Reporting (SCAR) Purpose Standardize and record complaints and issues with contracted suppliers in order to improve the quality of products and services delivered to Boston University. Scope The SCAR report can be used for anything related to services or goods. Responsibility The end user must communicate their concerns to the buyer associated with the purchase. The buyer will complete the form and investigate the root cause and determine the necessary corrective action for the supplier. Procedure Supply the buyer with the following details: • Supplier name and purchase order number. • Date and description of incident. • Catalog number, quantity received, quantity rejected (if applicable). Helpful Hints To avoid future issues, provide the buyer with as much detail as possible. Issue Date 9/27/2012 BU Procure-to-Pay Guide 26 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Supplier Management > BU Suppliers BU Suppliers Purpose With 17 schools and colleges, 32,000 students, 9,000 employees, research programs in both life and physical sciences and several million square feet of real estate to maintain, Boston University’s supply chain needs are as diverse as the student population it serves. Scope Boston University is a partner and customer to some of the most successful companies in the world. Small, local and diverse businesses have also partnered with Boston University to help make BU a truly global university within the heart of the City of Boston. Responsibility Sourcing & Procurement is responsible for registering and maintaining the supply base at Boston University. Definitions • Registered Supplier any supplier that has filled out the online supplier registration form and has been approved by Sourcing & Procurement and Accounts Payable. • Preferred Supplier a registered supplier that is under contract with Boston University and has also been given preferred status by the Sourcing & Procurement department. Procedure • If you would like to find Boston University's registered suppliers, click here. • If you would like a supplier to register with Boston University, click here. Once the registration is complete, the supplier will need to be approved by the Sourcing & Procurement department as well as Accounts Payable. Suppliers will not be approved until Sourcing & Procurement receives a shopping cart that contains items from the desired supplier. Suppliers will not be registered without a shopping cart to ensure that suppliers are correctly categorized into commodities along with other strategic sourcing initiatives. Make sure to include supplier information such as supplier name, sales representative, phone number, and email in the internal note section before submitting a shopping cart without a supplier. Helpful Hints Sourcing & Procurement does not approve every supplier that submits a registration form. To comply with our strategic sourcing goal of leveraging spend with existing suppliers that provide excellent products and service at market competitive rates, some items may need to be procured through suppliers that have already been registered with BU. If you cannot find your supplier by clicking on the link above, contact a buyer in the associated commodity for more information about possible alternative suppliers or supplier registration. Issue Date 9/26/2012 BU Procure-to-Pay Guide 27 Fundamentals of Procurement . Print Page Home > Fundamentals of Procurement > Supplier Management > Supplier Registration Supplier Registration Purpose This page is intended to help shoppers determine whether the supplier that they would like to purchase a good or service from has already been registered, and if they haven't, what the best steps are to get them registered. Scope All suppliers that do business with Boston University must be registered before a purchase order or payment can be issued. Responsibility Shoppers are responsible for informing Sourcing & Procurement whether they plan on using the supplier on more than one occasion. Definitions • Supplier Registration (Vendor Registration) - a process performed by the supplier in which they provide sufficient information for ordering and payment. Procedure • To determine whether your supplier has been registered, visit our website and search the external supplier sheet or build your shopping cart and search for the supplier in the sources of supply tab. • If your supplier is not registered, submit your shopping cart with the supplier and contact information in the internal note. Helpful Hints • If your supplier is having a difficult time registering, have them contact our registration coordinator. Issue Date 12/21/2012 BU Procure-to-Pay Guide 28 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > Supplier Management > Supplier Diversity Supplier Diversity Purpose As a world class research institution with wide-ranging supply needs, Boston University recognizes the value that our suppliers provide to the University community. Scope We seek to create strategic relationships with suppliers who can provide superior service at the lowest total costs to the varying academic and administrative functions of the University. Responsibility Through the Boston University Diverse Suppliers Program (BUDS), BU encourages beneficial competition for University business among small businesses and firms with diversity of ownership, so that our supply base may reflect the face of our student body, staff, faculty, and communities. This commitment reinforces the research and educational objectives of the University, makes good business sense in a steadily diversifying marketplace, and strengthens our communities by creating opportunities for growth. Definitions • Boston University Diverse Suppliers Program (BUDS) A supplier diversity program used by Sourcing & Procurement. Procedure • BUDS helps build connections by helping small, minority, veteran and womenowned businesses work within the BU buying process. • By registering with Boston University, you will enable BU to capture your interests and allow our buyers to identify potential suppliers for future procurement opportunities. Issue Date 3/11/2013 BU Procure-to-Pay Guide 29 Fundamentals of Procurement . Print Page Home > Fundamentals of Procurement > Strategic Sourcing Strategic Sourcing Purpose Boston University seeks to leverage the University’s buying power wherever possible while still recognizing the needs of individuals and departments. Scope By developing strategic partnerships with critical suppliers when the benefit to Boston University is clearly demonstrated, Boston University can continually provide additional services and process improvements at lower total costs. Responsibility Boston University’s sourcing strategy is specific to categories of spending and their importance to your needs. Sourcing Managers analyze total University expenditure levels, percentage of total spend represented by each category, the relationship to university objectives, technical complexity, supplier alternatives, and other factors related to Boston University’s leverage in the market. Procedure • Using University spending data to identify and prioritize opportunities. • Segmenting suppliers and developing sourcing strategies. • Developing teams across the University responsible for supplier leadership. • Managing competitive bid agreements, using eSourcing tools and reverse auctions to access market pricing. • Developing strategic partnerships with critical suppliers when the benefit to Boston University is clearly demonstrated. • Monitoring supplier performance and deliverables. Issue Date 9/26/2012 BU Procure-to-Pay Guide 30 Fundamentals of Procurement Print Page Home > Fundamentals of Procurement > SMART Spending SMART Spending Purpose Schools Managing Assets Resources & Technology. Scope SMART spending promotes only buying what you need to do your job effectively. It also emphasizes minimum total cost without sacrificing quality, safety, and efficiency. Responsibility Every employee at Boston University should ask themselves, do I NEED to purchase this good or service to operate efficiently in my current role? If not, don't purchase it! Procedure SMART Spending vs. STOP Spending SMART spending is: • An operating discipline applied to all initiatives. • Integrated into the business plans and processes. • Sustains cost improvement and is part of continuous improvement. • A principle that enables making choices. • An alternative to cost reduction by eliminating people. Operating Discipline for SMART Spending 1. If you don't need it, don't buy it! • Will buying this product or service contribute to my ability to meet/improve research or student life, or maintain a safe environment? • Can I use less? If you must buy: 2. Understand the cost and value of what you think you require is more than the minimum or standard requirement. If a Ford will do it, do not buy a Cadillac. • Will the student or parent see the value in the higher spec and pay for it? • Will the minimum still ensure a safe environment? 3. Plan the use or consumption of goods and services. • Minimize inventory by buying "justintime" vs. "justincase". • Avoid reactive or emergency purchases. • Take time to look for the best value. • Include procurement in planning and scheduling. 4. Optimize the buy: • Include sourcing professionals in the process. • Lump sum contracts vs. time and material BU Procure-to-Pay Guide 31 Fundamentals of Procurement . • Maximize the use of standardization (generic brands). • Leverage volume for price using converged suppliers. • Supplier maintains inventory. • Improve payment terms as well as price. 5. Include the supplier into your work simplification and improvement processes... get alignment for "win-win". Completely maximize the total value that the supplier has to offer. Issue Date 12/14/2012 BU Procure-to-Pay Guide 32 Procurement Policies Procurement Policies Ordering and Contracting Policy - Outlines the proper payment method by commodity and product category. Limit Order Policy - Explains the intended use of limit orders. Vendor Management Program - Outlines how and why vendors are managed at BU. If you're unable to find what you're looking for in this help system, try these alternative resources: Sourcing & Procurement Agreement Administration Policy - Roles and responsibilities of agreements. Governance - Responsibilities of the Sourcing & Procurement department. Procurement Ethics -11 principles to abide by during the procurement process. Shipping/Receiving - Terms and definitions used in the shipping process. Ordering from Outside the U.S. - This section covers the process for ordering from or shipping outside the United States. Payment Terms - Payment terms available to Boston University suppliers. Quotations - Requirements for quotations at Boston University. Competitive Bidding - The process of collective proposals for the purchase of a good or service. Request for Proposal (RFP) Process - The process of collectively working on a request for proposal. Non-Competition - Justification for not using the competitive bid policy. Purchasing Card Policy - Rules and regulations for items that can be purchased on a Pcard. Travel Policy - Rules and regulations for travel. Property Management - A guide to help protect University owned equipment. Engagement of Professional Services - Policy to ensure consistency and efficiency in the engagement of such firms and individuals. Employee Conflict of Interest Questionnaire - A link to and information about our conflict of interest. BU Procure-to-Pay Guide 33 BUworks Glossary Email: Ike Babbitt Procurement Policies . Print Page Home > Procurement Policies > Ordering and Contracting Policy Ordering and Contracting Policy Ordering and Contracting Policy In general, the preferred method of ordering goods and services from registered suppliers at Boston University is via a shopping cart using BUworks Central. This allows the University to aggregate purchasing power and negotiate discounted pricing and other favorable terms and conditions from suppliers using executed purchase orders. However, there are certain circumstances (listed below) where alternate methods of ordering and payment are acceptable to allow efficiency and greater convenience. These methods include low-dollar PCard transactions (less than $1,000), travel and entertainment expenses, or Direct Pay - disbursement transactions. Direct Pay describes the process for direct payment of purchases of certain goods and services outside the Sourcing & Procurement function. The Boston University Purchasing Card (PCard) or the Disbursement Request Form are the defined methods of payment for Direct Pay commodities. The list of commodities and product categories where Direct Pay methods are acceptable is included below. Inappropriate use of Direct Pay in place of properly executed contracts or purchase orders can result in a significant cost penalty to Boston University. Purchases of supplies or materials not listed below as Direct Pay commodities must be purchased via a Boston University shopping cart/purchase order and are not reimbursable to employees or vendors through direct pay - disbursement processes (e.g., personal computers, cell phones, travel & meeting expenses). To determine whether a supplier is registered, click here to access the Excel spreadsheet of registered suppliers. All persons traveling or entertaining on behalf of Boston University and those who approve associated expense reimbursements are responsible for knowledge of Boston University travel policies and procedures and for compliance with sponsoring agency regulations governing travel and entertainment expenditures. To review the full list of how to pay for supplies or services by commodity, including travel and entertainment expenses, click here to access the Excel spreadsheet of ordering and contracting methods by commodity. Types of Goods and Services; Direct Pay Commodities The list provided below serves as a guideline to the rare exceptions of when a disbursement form is acceptable. In order to leverage total Boston University spend in certain commodity areas, Sourcing & Procurement may set up master agreements on behalf of the University. For vendor payments to be paid using a disbursement form, Accounts Payable will monitor all payment requests to ensure that payments abide by University policies and audit controls. BU Procure-to-Pay Guide 34 Procurement Policies Print Page Home > Procurement Policies > Limit Order Policy Limit Order Policy Purpose To define how limit purchase agreements (orders) are created and used to purchase goods and services from a vendor. Definition A limit purchase agreement, also known as a periodic or blanket order, is a master purchase order (document) that permits tracking of multiple transactions related to a single vendor and/or agreement. A limit order must be supported by quotation, price agreement or by a formal contract. Conditions for Use Limit purchase orders may be used when the ordering department: Must purchase repetitive purchases of specific items over a specified period not less than one (1) calendar year. Must purchase low dollar supplies or materials when a supplier will not take a procurement card for payment. Limit purchase orders should not be used: When a price agreement or business terms are not pre-negotiated with the vendor. As a means to manage an internal budget or grant spending. When ordering, receiving & invoicing reconciliation responsibilities and processes are not in place within a department to manage invoice payments against a blanket order. Limit Order Format A uniform limit purchase order format should include the following information: Prices, payment terms and billing arrangements as referenced by a quotation or price agreement. The period of the order including the beginning and end date of the vendor contract or price agreement. The “Not to Exceed” (NTE) amount on all copies (of the requisition) except for the final blanket order document that will be sent to the vendor. The NTE amount should be for the entire period of the order or the total amount of the contractual commitment with the vendor. Departments or personnel authorized to issue order releases. Time or dollar extensions of a previous blanket purchase order with a vendor will reference the same purchase order number with an updated revision/alteration number. Responsibilities It shall be the responsibility of accounts payable to pay vendor invoices referencing a limit purchase order. Departments placing orders in excess of the NTE amount or past the term of a limit order are responsible for payment of received goods or services within agreed upon vendor payment terms It shall be the responsibility of the ordering department to monitor the orders placed, prices and terms of their limit purchase order. Annual Review Each fiscal year during March-June or thirty (30) days prior to issuing a new blanket order, the ordering department or buyer should review the requisitioned blanket purchase order for changes. BU Procure-to-Pay Guide 35 Procurement Policies . Print Page Home > Procurement Policies > Vendor Management Program Vendor Management Program What is Vendor Management? Vendor Management is a structured approach to receiving the best service and value from a supplier. The core of such a program is the establishment of an ongoing communication channel with a vendor. Why Vendor Management?Vendor Management ensures that a vendor will continue to provide quality goods and services at agreed upon pricing, throughout the term of a written agreement. It also creates the appropriate forum to proactively address changes in business needs as they arise. Who’s responsible for managing the vendor?The individual, function, department or college authorizing and requesting supplies or services from a vendor is required to appoint an Agreement Administrator or individual responsible to oversee the work to be performed by the vendor for the specified contract or agreement. What makes up a Vendor Management Program? A Written Contract or Agreement that binds a vendor to obligations and sets acceptance criteria for payment by Boston University. A Scope of Work document that clearly outlines the key responsibilities of the supplier and Boston University for each technical or functional specification, and/or service requirement. Detailed Key Performance Indicators (KPIs) that establish specific performance targets for key aspects of the SOW. What goes into the Scope of Work document?To avoid any misunderstanding of what services are requested and what services are to be preformed, documenting any and all such expectations in the Scope of Work will explicitly delineate the functions to be provided and formally identify the responsibilities of all parties (including BU). How are Key Performance Indicators (KPIs) developed?Key Performance Indicators (KPI) are simple metrics used to quickly and easily measure the vendors performance against the service level expectations defined in the Scope of Work. (e.g. if you stated in your Scope of Work that you expect next day delivery for all your orders, then the KPI would be 100%, any score less would point out to you and your supplier that the supplier is falling short of its expectations.) What needs to be in the written Contract, Agreement or Purchase Order?Be sure to include the Scope of Work and service expectations as well as any reporting requirements (what’s included and how often). It is also advisable to address any intellectual property or ownership of data issues, insurance and bonding minimums, indemnification and liability clauses and of course the term, termination and compensation criteria. Are regular meetings with a vendor really necessary?After an agreement is signed with a vendor, the most important piece of any vendor management program is the ongoing communication with that vendor. Business meetings should be scheduled monthly or quarterly with the vendor to discuss any open items, or to evaluate the continued success of the business relationship. Success of any relationship depends upon communication! BU Procure-to-Pay Guide 36 Procurement Policies Print Page Home > Procurement Policies > Agreement Administration Policy Agreement Administration Policy Scope and Intent The individual, function, department or college authorizing and requesting supplies or services from a vendor is required to appoint an Agreement Administrator or individual responsible to oversee the work to be performed by the vendor for the specified contract, agreement or purchase order. The Agreement Administrator will take affirmative steps to ensure that all vendors comply with the terms and conditions outlined in an award document and supporting contract. The Purchasing Office or other authorized buying group will assist the Agreement Administrator in the development and management of a Vendor Management Program to ensure contract compliance. Contract Execution The Agreement Administrator will ensure that all agreements jointly signed by a vendor and the University are reviewed by appropriate legal or other Boston University contract authorities prior to execution. The Agreement Administrator will follow all contract execution policies as delegated by the Board of Trustees and/or President of Boston University. Documentation The individual filling out the purchase requisition shall reference the name, email address and phone number of the Agreement Administrator on the purchase requisition. The buyer in the procurement organization shall reference the name, email address and phone number of the Agreement Administrator in the internal notes section of the purchase order. The Agreement Administrator shall maintain file records of all signed agreements and will forward a copy of each signed agreement along with a purchase requisition for payment administration and audit. The Agreement Administrator will follow bid policies of the University and will provide documentation for Lowest Total Cost and/or competitive bidding as required by policy. Payment The Agreement Administrator has the responsibility for ensuring that the vendor agrees to all business terms of an agreement including invoicing requirements. The Agreement Administrator is responsible for review and/or approval of all invoices per terms of an agreement prior to payment by the University. Accounts Payable shall reference the purchase order to contact the Agreement Administrator to resolve any discrepancies in payment from that stated in the contract, agreement or purchase order. BU Procure-to-Pay Guide 37 Procurement Policies . Print Page Home > Procurement Policies > Governance Governance Purpose Provide access to management information during the procurement process to facilitate decision making. Scope Facilitate visibility of all qualified suppliers to fair and open competition. Responsibility Sourcing & Procurement strives to streamline processes to encourage support of BU policies as well as ensure access to a contractual framework, plus tools and templates to improve the quality and consistency of buying at Boston University. Definitions • Full and Open Competition All responsible sources are permitted to compete. Issue Date 9/26/2012 BU Procure-to-Pay Guide 38 Procurement Policies Print Page Home > Procurement Policies > Procurement Ethics Procurement Ethics Purpose Boston University Sourcing & Procurement follow the ethical structure provided by the Institute of Supply Management (ISM). Scope The 11 principles and standards outlined in the procedure apply to all Boston University employees involved in any procurement process. Responsibility All Boston University employees are responsible for abiding by the principles and standards explained below. Contact any Sourcing & Procurement representative if there are any questions about ethical behavior. Procedure 1. Avoid the intent and appearance of unethical or compromising practice in relationships, actions, and communications. 2. Demonstrate loyalty to Boston University by diligently following the lawful instructions of Boston University, using reasonable care and granted authority. 3. Avoid any personal business or professional activity that would create a conflict between personal interests and the interests of Boston University. Please refer to the Boston University Conflict of Interest Policy for more information. 4. Avoid soliciting or accepting money, loans, credits, or preferential discounts, and the acceptance of gifts, entertainment, favors, or services from present or potential suppliers that might influence, or appear to influence, supply management decisions. Please refer to the Boston University Policy on Solicitation and Acceptance of Personal Gifts and Relationships with Vendors for more information. 5. Handle confidential or proprietary information with due care and proper consideration of ethical and legal ramifications and governmental regulations. 6. Promote positive supplier relationships through courtesy and impartiality. 7. Avoid improper reciprocal agreements. 8. Know and obey the letter and spirit of applicable laws and regulations. 9. Encourage support for small, disadvantaged, and minority-owned businesses. 10. Acquire and maintain professional competence. 11. Conduct supply management activities in accordance with national and international laws, customs, and practices, your organization’s policies, and these ethical principles and standards of conduct. Issue Date 9/26/2012 These principles are derived from the ISM standards of supply management conduct. © 2002 Institute for Supply Management™; All Rights Reserved. BU Procure-to-Pay Guide 39 Procurement Policies . Print Page Home > Procurement Policies > Shipping/Receiving Shipping/Receiving Purpose The purchase order shipping and freight terms listed below establishes responsibility for ownership of products during transit and responsibility for related shipping charges and claims. Scope Boston University purchase order shipping and freight terms are established by Sourcing when adding a new supplier to Boston University’s Strategic Supplier Database. Responsibility Sourcing & Procurement will only consider alternate terms if deemed in the best interest of the University. Sourcing & Procurement is the only organization authorized to establish new or modify existing purchase order shipping and freight terms. Definitions • FOB An acronym that can stand for "free on board" which means the supplier is responsible for shipping costs and the product until it arrives at Boston University. Procedure • The University standard shipping term is "FOB Destination," which means that title to the material passes from the Seller to the University when the freight carrier delivers the material to the University ship-to location indicated on each purchase order. • University purchase order related freight terms are "Freight Prepaid" which means that freight charges are prepaid by the Seller. Unless negotiated into the cost of products with contract suppliers, the freight charges are then added to the invoice as a separate charge. • Please indicate on your shopping cart “Inside Delivery” for all orders that require special handling and delivery directly into your office/lab. Issue Date 9/26/2012 BU Procure-to-Pay Guide 40 Procurement Policies Print Page Home > Procurement Policies > Ordering from Outside the U.S. Ordering from Outside the U.S. Purpose Boston University and all its employees are required to comply with federal export and import control laws and implementation of the regulations. The purpose of this instruction is to provide guidance to aid compliance with those laws. Scope This instruction provides guidance for imports, exports, shipping, special requirements, Incoterms®, insurance requirements, ordering and payment methods. Responsibility It is the policy of Boston University that all members of the University community shall comply with all applicable import control laws and regulations. Failure to do so can result in significant civil and criminal penalties for Boston University and for the individuals involved. Procedure Before you carry ship or otherwise transport materials or equipment into or outside of the United States, you should determine if the commodity requires an import or export license, ensure that you correctly complete export paperwork, apply for an import license in the destination country when required, and ensure that you meet all of the customs requirements. It can take several weeks to obtain licenses and to determine foreign import requirements so plan ahead. Guidance and assistance in making this determination and applying for a license are provided below. You should consult with the University’s Export Control Director on all export compliance questions and the University’s Customs Broker on imports into the United States or foreign import requirements to ensure that your shipment meets other legal requirements, including Customs and packaging requirements. The University Export Control Director is also available to assist with US import regulations if necessary. The University’s Export Control Director is: Marie Hladikova Office of Sponsored Programs 25 Buick Street, 2nd Floor, Suite 200 - 220 Tel: 617-353-6753 mhladiko@bu.edu www.bu.edu/orc/export The University’s Customs broker is: SDV (USA) Inc. 301 Edgewater Place, Suite 300 Wakefield, MA 01880 781-928-2300 SDV contact for imports: David Becker Import Manager Direct Telephone: 781-928-2312 bosimp@sdvusa.com dbecker@sdvusa.com SDV contact for exports: Alex Nichols Export Manager 781-928-2314 bosexp@sdvusa.com anichols@sdvusa.com SDV holds Boston University’s Power of Attorney for import and export matters. SDV provides Customs broker services such as: BU Procure-to-Pay Guide 41 Procurement Policies . Processing import and export documents Filing duty-free exemptions, carnets and temporary import bonds Advising on import permits and licenses Advising on tariff classification Advising on import and export requirements, such as required permits and documentation Depending on your needs, SDV also provides freight forwarding services such as: Coordination of pickup and delivery services on a global basis Provide details to you, including quotation of all transportation and Customs clearance costs Transportation of shipments by air, ocean, and land Provide web based visibility of all shipments Coordinating inside delivery to Boston University Issue house air way bill or bill of lading and shipping export documents per instructions from Boston University US Export Laws & Shipping Export control laws regulate the transfer of commercial goods as well as controlled materials (including certain biological and microbiological agents), information (including technical data and technical assistance), technologies, software, and hardware abroad or to foreign nationals in the United States. Boston University and all its employees are required to comply with the federal export control laws and implementation of the regulations. These regulations apply regardless of the source of funding, both external and internal, apply to temporary export shipments or items that you take abroad in a suitcase when you travel to a conference or an international research site. Shipments taken to Canada are considered exports from the United States. If you are planning to export materials abroad on a permanent or temporary basis, or if you have any questions related to exports, you are encouraged to contact the University’s Export Control Director: Marie Hladikova 617-353-6753 mhladiko@bu.edu The Office of Research Compliance developed a comprehensive guide on U.S. Export Regulations that includes a section on shipping items abroad. The information is located on the following website on pages 33-47. The University’s Export Control Director is also available to provide customized training and assistance on all aspects of export shipping and compliance and online training is available on the following website. Most violations occur inadvertently due to lack of information about regulations and can result in significant civil and criminal penalties for Boston University in addition to shipment delays, disruption of research activities and debarment from federal government contracting. All export shipments over $2,500 per one schedule B number (except for Canada), licensable shipments, and shipments to some territories like Puerto Rico & U.S. Virgin Islands must be filed online via the Automated Export System (AES). If your shipment does not meet this requirement (small shipments), you are required to document the exemption on the Commercial Invoice and Airway Bill or Bill of Lading. Refer to the Export Compliance Program Manual – page 41 for additional information. The University’s Customs Broker can complete this filing on our behalf. Keep in mind that you are required to keep all documentation on file for 5 years after the date of export. The University’s Export Control Director is available to assist with any questions. Imports All shipments coming from outside the United States borders must clear through United States Customs upon arrival in the United States. This is the last step of the journey before delivery to Boston University. These shipments are subject to the rules and regulations of the United States Customs and Border Protection Agency and other agencies depending on the imported item. The full set of regulations can be found in CFR Title 19. Most items enter the United States duty free; however, customs duties are not unusual and can add to the cost of your transaction. The fact that we are a University does not preclude us from these regulations and paying import duties in some cases. In addition, certain transactions require permits or licenses from local, state, and federal government agencies. It is the policy of Boston University that all members of the University community shall comply with all applicable import control laws and regulations. Failure to do so can result in significant civil and criminal penalties for Boston University and for the individuals involved. Keep in mind that when your import enters the United States Customs territory you have a limited amount of time to process the shipment through Customs and have to have all documentation handy. If you do not possess the required documentation, your shipment may be returned to the destination (small shipments will be returned after 10 days) or may be entered into storage at U.S. Port and you will be charged daily storage fees. These charges BU Procure-to-Pay Guide 42 Procurement Policies can be significant so plan ahead of time and contact the University’s Customs Broker or Export Control Director immediately if problems arise. U.S. Customs and Border Protection Agency published a helpful guide on importing “Importing into the United States”. Special Requirements Some commodities require permits and licenses for importation. For example, the Centers for Disease Control and Prevention (CDC) require permits to import biological agents or vectors of human disease (including select agents, see section below). More information may be obtained at the CDC website. The Animal and Plant Health Inspection Service (APHIS) require permits for the importation of biological agents (animals and plant pathogens) and related biological materials that are infectious or have the potential risk of introducing exotic diseases to livestock and plants in the United States. Additional information may be obtained at the APHIS website. The United States Fish and Wild Life Service (USFWS) requires import and export permits of endangered species, wildlife, reptiles, Convention on International Trade in Endangered Species (CITES), plants, pet birds, circus animals, sport-hunted trophies, museum specimens and exhibits for scientific exchange. More information may be obtained at the USFWSB web site. All required forms to apply for such permits or licenses need to be completed, signed, and submitted to the proper agency for approval several weeks and sometimes months before shipment to the United States. If no approval is obtained, United States Customs will not clear such goods for entry into the country and can charge you or your cost center for destroying the material or product. Shipment of items that might cause harm, risk, peril, or other potential danger to people, the environment, equipment or any property must be packaged, labeled, and properly documented in compliance with the relevant Federal and international regulations for dangerous goods and hazardous materials. IF YOU ARE IMPORTING ANY OF THE ABOVE REGULATED COMMODITIES, CONTACT BOSTON UNIVERSITY’S RESEARCH SAFETY AT THE ENVIRONMENTAL HEALTH AND SAFETY DEPARTMENT DEPARTMENT AT 617-353-4094 AT THE CHARLES RIVER CAMPUS OR 617-638-8830 AT THE MEDICAL CAMPUS. Select Agents and Toxins Boston University complies with the Department of Health and Human Services (DHHS) and United States Department of Agriculture’s (USDA) Final Rule on Select Agents and Toxins. CDC and USDA regulate the possession, use and transfer of Select Agents and Toxins. All principal investigators wishing to possess and work with any select agents and toxins are first required to be registered and approved with CDC or USDA. The Environmental Health and Safety office manages the registration program for the University. For a list of select agents, please go to the CDC website. BU Requirement for Biological and Recombinant DNA Materials The Principal Investigator (PI) and researcher are responsible for knowing the type of materials that they plan to bring and use in the laboratory. The planned use of biological products for research, including agents that are infectious to humans, animals and plants, recombinant DNA, infectious vectors, human materials, diagnostic specimens, and other biological materials and substances that may be potentially infectious, must first be registered with the Institutional Biosafety Committee (IBC) prior to the acquisition and use. The IBC is a University and Hospital-wide biosafety committee responsible for reviewing and approving recombinant DNA and biohazard projects and gene transfer clinical trials. The committee sets the appropriate laboratory containment levels in accordance with the National Institutes of Health (NIH) Guidelines and the Center for Disease Control and Prevention (CDC). For more information on the IBC. Hazardous Chemicals Hazardous chemicals are substances (liquid, solid and gas) which have hazardous characteristics such as flammable, corrosive, reactive, toxic, radioactive, poisonous, and carcinogenic. In a general sense, these materials are considered hazardous because they present a potential risk to humans and/or the environment. These materials are regulated by a number of federal, state and local agencies. For the purposes of importing, it is important to understand that it is a violation of federal law to import a chemical substance which has not been registered with the Environmental Protection Agency (EPA). Exotic or new molecules created in another country are the chemical substances most likely to trigger this rule. It is very important to verify with the foreign manufacturer that all chemicals have been registered with the EPA prior to attempting their import. Contact the Environmental Health and Safety office for assistance with chemical imports. Radioactive Materials BU Procure-to-Pay Guide 43 Procurement Policies . Only those individuals authorized by the University’s Radiation Safety Officer at EHS may use, bring into, or remove from the University any radioisotopes. Radioactive materials are regulated by the Massachusetts Department of Public Health and the United States Nuclear Regulatory Commission. Every individual working at Boston University with radioisotopes must be registered with the Office of Medical Physics and Radiation Safety. For more information, click here. Controlled Substances Persons working at Boston University who need to use controlled substances (scheduled drugs) for their research must be licensed by both the Commonwealth of Massachusetts and the U.S. Drug Enforcement Agency, and authorized by Boston University’s Research Safety at EHS. For more information regarding requirements, contact the EHS office prior to arranging shipments. For more information, click here. Laboratory Animals Airlines, shippers and freight forwarders involved in the transport of live animals must ensure that animals arrive at their destinations in good health. The International Air Transport Association (IATA) Live Animals Regulations (LAR) describes the containers that should be used for each species, and the safeguards required during transport by air, sea or land. Boston University requires all arrangements for the transport of live animals to be made through the laboratory animal facilities on campus. Do not contact the customs broker for animal shipments. For the Charles River Campus, contact the Laboratory Animal Care Facility at 617-353-5415. For the Medical Campus, contact the Laboratory Animal Science Center at 617-638-4086 International Commercial Terms (Incoterms®) and Insurance Coverage Incoterms® Incoterms® is an abbreviation for International Commercial Terms. They are a set of rules which define the responsibilities of sellers and buyers when shipping goods internationally. These rules are issued by the International Chamber of Commerce and are similar to the domestic shipping terms governed by the Uniform Commercial Code (UCC). There are few differences so when you ship abroad, you should use Incoterms, 2010. Incoterms® determine how shipping costs, risks and responsibilities are allocated to the parties in a transaction. Details for Incoterms® can be found here and in the University Export Compliance Program Manual, page 43. Insurance Boston University’s insurance coverage will protect the shipment up to a value of $200,000. Do not purchase insurance if your shipment is valued at less than $200,000. If the value of your shipment exceeds $200,000, the Office of Risk Management recommends that you purchase additional insurance coverage from SDV for only the additional value. For a more complete description of Boston University’s property insurance coverage, please review the Office of Risk Management website. If your supplier is make shipping arrangements and using their own freight forwarder, advise the supplier to make note on shipping documents that SDV is Boston University’s custom broker and provide the SDV contact information above. You should also notify SDV of the incoming shipment. These steps will minimize delays upon entry through Customs. Be sure to review insurance requirements with your supplier and have them purchase additional insurance if the value of your shipment exceeds $200,000. Duty-Free Entry Some categories of scientific instruments and apparatus can be imported duty-free to educational institutions under certain conditions: The scientific instrument and apparatus must be used exclusively for educational purposes and scientific research, and the scientific instrument or apparatus, or its equivalent, is not manufactured in the United States. A request form for duty-free entry must be completed by the researcher and submitted to SDV well in advance of making the purchase. SDV will submit the request to the Department of Commerce for approval. Once approved, SDV will file the request with U.S. Customs. This form is known as ITA 338P Request for Duty-free Entry and may be obtained on this website. Duty on scientific equipment is usually substantial. For more information about duty-free entry please see The Florence Agreement Program. Moreover, the United States maintains Free Trade Agreements with several countries so even if your shipment does not qualify for the Duty-free Entry as scientific equipment, you may be able to take advantage of an existing free trade agreement if the shipment qualifies. More information on free trade agreements is located on the following website. The University’s Export Control Director is available to help with any free trade agreement BU Procure-to-Pay Guide 44 Procurement Policies determination. Small Size, Low Value Shipments If your shipment is valued at less than $2,500.00 and weighs less than 25 lbs., it is recommended that you use FedEx, UPS, DHL or any similar carrier to ship your goods. When you use couriers for shipments that need to be cleared via US Customs, ensure that the Courier possesses a Customs Power of Attorney Form to clear the shipment. Contact Rosalind D’Amico at Sourcing or Marie Hladikova, Export Control Director immediately if any one of these companies requires any documentation to clear U.S. Customs. Alternatively, you may contact the Office of the General Counsel (Christy Talley, Associate Counsel) to assist with the Power of Attorney form. BU Sourcing & Procurement Services If BU Sourcing & Procurement is ordering for you, you need not contact the supplier or SDV to arrange shipment and Custom’s clearance. The appropriate buyer in Sourcing will work with your supplier and SDV to arrange freight, clearance, and delivery to Boston University. Order and Payment Methods for SDV Services SDV services must be ordered with a shopping cart and purchase order. Obtain a written quote from SDV for their services and shipment costs and upload the quote to the shopping cart. Issue Date 1/22/2013 BU Procure-to-Pay Guide 45 Procurement Policies . Print Page Home > Procurement Policies > Payment Terms Payment Terms Purpose Boston University’s standard payment terms are Net 60. Scope Boston University will honor its past contractual commitments. Invoices against new purchase orders or contracts issued after July 1, 2010 will be paid per the new payment term program. Responsibility Suppliers are responsible for choosing their own payment terms from the available terms at the time of registration. Definitions • Accelerated Payment Boston University will deduct a percentage of the total invoice amount if payment is made earlier than Net terms. For example, if a supplier selects 2% 10 Days, Net 30 as a payment option, Boston University will either pay the invoice 30 days after the invoice date (Net 30), or pay the invoice 10 days after the invoice date and deduct 2% off of the invoice amount. Procedure • N60 • 0.5% 40 Days, Net 50 • 1% 30 Days, Net 50 • 2% 10 Days, Net 30 • 3% 5 Days, Net 30 Issue Date 9/26/2012 BU Procure-to-Pay Guide 46 Procurement Policies Print Page Home > Procurement Policies > Quotations Quotations Purpose This procedure defines methods of purchasing and requesting quotes for materials, supplies, or services. Scope Obtaining quotes is needed to ensure that Boston University is paying a competitive/fair price for goods and/or services. It is necessary that a minimum of three (3) quotes should be obtained from suppliers before nominating the desired supplier. This procedure provides a mechanism for the purchasing group to manage the supplier base by obtaining quotes from, and directing business to the suppliers whom we choose to establish and maintain a business relationship with. Responsibility Shoppers and buyers are responsible for obtaining the proper quotations prior to submitting orders. Procedure • A quote can be requested through the local sales representative or simply through the supplier’s customer service department. When soliciting quotations, a clear and complete description of the work scope and/or materials must be provided to the supplier. If unable to perform this task, please contact the appropriate buyer for assistance. A quotation is not a binding agreement for Boston University to purchase strictly from the supplier that provided the quote. • When a quote is received, the purchaser or the requestor should review the quote to ensure that it is fully complete with relative information such as product numbers, transportation charges, terms, specifications, etc. It should also be analyzed and evaluated in terms of quality, service, cost, technical capability, managerial support, and/or the total cost of ownership. • If a supplier requests for any documents (quotes, agreements, etc.) to be signed and returned, please contact Sourcing & Procurement before doing so. A buyer will review the documents to ensure that the order will be in compliance with Boston University’s protocols. • Orders below $5,000 (excluding NEIDL), are not visible to purchasing, which leaves the responsibility to your department approvers to ensure that the order submitted is purchased at a fair price and also within the budget. • Purchasing personnel will review all orders that are $5,000 or higher. For any orders above $5,000, the requestor is responsible for obtaining a quote from their desired supplier. This requirement excludes orders from the contracted and preferred suppliers of Boston University. • Orders that are $25,000 or greater requires a justification, from the requestor, in which the reasoning behind ordering from a specific supplier is identified. The guidelines to completing a justification can be found at here. • A requestor can submit a cart for sourceable spend when the specifications of goods or services can be identified but the supplier is unknown. The designated purchasing group will analyze the information given, conduct the proper sourcing techniques to obtain quotes, and then suggest the best-fit supplier that can fill the order and/or provide the requested service. If necessary, Sourcing & Procurement will execute a formal bid (RFXs) on the requestor’s behalf. Issue Date 12/10/2012 BU Procure-to-Pay Guide 47 Procurement Policies . Print Page Home > Procurement Policies > Competitive Bidding Competitive Bidding Purpose This prescribes policy and procedure for all University purchases that are competitively bid regardless of the funding source. All purchases made at Boston University are made at a competitive, market price. All purchases over $5k will be evaluated by Sourcing & Procurement to verify pricing and contract compliance. Scope Contracted suppliers that have been selected using a competitive bidding process are covered under this policy. Responsibility Any Boston University employee participating in a procurement process shall (a) purchase materials and services at the “best value” or lowest total cost, which takes into account not only purchase price, but also compliance with technical or functional specifications, product availability, ordering and invoicing processes, service standards, accounting compliance and regulatory requirements; (b) be responsible for the review, evaluation, and documentation of each element of total cost; and (c) be able to justify the economic, research, and/or educational need for the procurement decision. Procedure • Purchases < $25,000 – Bids and solicitations from a vendor for less than $25,000 are the responsibility of the requesting authority or department to determine “fair and reasonable” pricing. Depending on the complexity of the intended procurement, determination of best value should include, but is not limited to, competing price quotations, references to purchases under Boston University Master Supply Agreements and/or request for proposal (RFP) documentation. Departments shall retain bid data supporting purchases (paper or electronic) to the minimum extent and duration necessary for management review of the intended procurement. • Purchases > $25,000 – For any vendor purchase greater than $25,000, bid documentation demonstrating that the best value has been chosen must be forwarded along with the requisition prior to purchase. • Purchases > $100,000 – Purchases involving a multiyear commitment or total purchases greater than $100,000 shall be awarded to a vendor only after a competitive bid process has taken place including (a) an assessment of the market and the supply base, (b) written “scope of work” and “award criteria”, (c) a Request for Proposal (RFP) drafted and distributed to vendors, (d) an analysis of vendors’ responses to the RFP, and (e) execution of a written contract or purchase agreement prior to award. Helpful Hints All procurement transactions shall be conducted in a manner that ensures free and open competition to the maximum extent practicable. Boston University employees or members of their families should not directly or indirectly own a “significant” financial interest in any business entity doing business with Boston University unless: (a) employees have fully disclosed these interests, in writing, on the Conflict of Interest Disclosure Form as defined under Boston University’s Conflict of Interest Policy; (b) the employees’ duties at Boston University will not require them to make decisions that could be influenced by these interests; and (c) the referenced business relationship has been reviewed and approved by the Compliance Committee and is subject to the oversight of the Audit Committee. Issue Date 9/26/2012 BU Procure-to-Pay Guide 48 Procurement Policies Print Page Home > Procurement Policies > Request for Proposal (RFP) Process Request for Proposal (RFP) Process Purpose The purpose of an RFP is to solicit proposals with specific functional or technical requirements that will allow the University to select the best proposal for the University. The best proposal is not necessarily the one with the lowest cost or highest income to the University. Other factors such as qualifications of the company, quality of service provided and financial stability of the company may contribute to the selection of the best proposal. Scope The University uses RFP's to solicit proposals from vendors for the procurement of goods and services when competitive bidding is required. Responsibility RFP Review Team - Given the consideration of qualitative variables, it is in the best interest to appoint a selection committee or review team. The RFP review team should be comprised of key stakeholders from the appropriate constituencies within the University community that will be using the products or services. The unit ultimately responsible for administering the contract, along with Sourcing & Procurement will be responsible for appointing the review team. Sourcing & Procurement – The buyer in Sourcing & Procurement is responsible for facilitating and managing the bid process by creating bid documents in Ariba Sourcing, coordinating opening bid meetings, managing communications with suppliers during and after the bid process and assisting key stakeholders in the evaluation of proposals. Procedure • The requesting department will draft the RFP requirements and route them to Sourcing & Procurement for review. RFPs will be created, developed and maintained in the Ariba Sourcing system. • The requesting department will identify historical or budget costs in advance of RFP issuance for calculation of cost savings or cost avoidance. • The requesting department and Sourcing & Procurement will appoint an RFP review team comprised of representatives from the impacted constituencies on campus. • The requesting department will identify appropriate selection. • The requesting department will develop a calendar of RFP events in coordination with the Sourcing & Procurement. • The RFP will be issued through Sourcing & Procurement using the Ariba Sourcing system and all responses will be received by the Sourcing & Procurement in the Ariba Sourcing system. • RFP communication to suppliers and supplier communication to Boston University will be done in Ariba Sourcing using Ariba email functionality. The RFP team and others will not communicate or discuss RFP questions or answers outside of the Ariba system. • The proposals received in response to the RFP by the established deadline will be opened by the Sourcing & Procurement staff on the established date and time. • The responses received will be documented by the Sourcing & Procurement staff and distributed to the RFP review team for review and recommendation. The committee will evaluate each response based upon the established criteria and document their results. Based upon this evaluation the selection committee will recommend the best proposal to Sourcing & Procurement for approval. Upon approval, Sourcing & Procurement will notify the selected vendor of the University's selection and desire to commence contract negotiations. Sourcing & Procurement will notify the other respondents of the selections. • In some instances where price may be a primary factor in contract award, the Sourcing & Procurement department may continue the RFP process using a reverse auction. • If the University determines that none of the responses are acceptable, all respondents will be notified of this BU Procure-to-Pay Guide 49 Procurement Policies . decision and the requesting department will consider whether to revise and/or reissue the RFP. • Contract execution with the selected supplier, including contract approvals are subject to the University contract procedures Issue Date 3/6/2013 BU Procure-to-Pay Guide 50 Procurement Policies Print Page Home > Procurement Policies > Non-Competition Non-Competition Purpose This prescribes policy and procedure for all University purchases that are sole sourced, not competitively bid, or not purchased under a master supply agreement, regardless of funding source. Scope This format may be used for all purchases that exceed $25k and cannot be sourced using the competitive bid process. Responsibility The shopper is responsible for supplying Sourcing & Procurement a justification for non-competition if the purchase cannot go out to bid. Procedure • Summary/Introduction: State in a few sentences 1) the unit or department making the purchase, 2) what is being bought, 3) the estimated value and contract duration, and 4) the unit or departmental authority authorizing this purchase by other than full and open competition. (This introductory section should be concise, as these points will be developed in detail later in the document.) • Description of Need: Include a summary of the origin of the procurement, a description of the supplies/services needed, the specific need or use for the item/service, and any other general information needed to understand the context of the procurement. If this is a lengthy section, additional topic headings may be appropriate, such as “Background,” “Current Procurement Efforts,” etc. • Authority for Other than Full and Open Competition: Cite the authority and provide the rationale. If a particular company’s unique qualifications are critical, discuss those here. This section should include all facts supporting the use of other than full and open competition. This section should also address why the full quantity to be contracted for needs to be purchased without using competitive procedures. • Price/Cost Considerations: Discuss relevant pricing issues, including the basis for determining that the anticipated price/cost will be fair and reasonable. Also include here, or elsewhere as appropriate, length of contract, quantity, and other contract particulars bearing on the price/cost. Circular No. A110 – Procurement Standards requires that “some form of cost or price analysis shall be made and documented in the procurement files in connection with every procurement action”. • Market Research/Efforts to Obtain Competition: Discuss market research, synopsis, and other efforts made to publicize the requirement and generate competition. Also include a listing of sources that expressed, in writing, an interest in the procurement. (Market Research may be addressed separately, if appropriate.) • Actions Being Taken to Overcome Future Barriers to Competition: Describe, for example, any efforts to identify and evaluate less restrictive methods of expressing the requirement. Include, when applicable, a description of the action being taken to obtain a data package adequate to acquire the item competitively in future acquisitions. • Approval of Purchase by Boston University Authority: Statement and approval of non-competitive purchase i.e. Signature and approval certifying that the information contained in this justification is accurate and complete to the best of knowledge and belief. Helpful Hints 41 U.S.C. 253(c) and 10 U.S.C. 2304(c) each authorize, under certain conditions, contracting without providing for full and open competition. The Department of Defense, Coast Guard, and National Aeronautics and Space Administration are subject to 10 U.S.C. 2304(c). Other executive agencies are subject to 41 U.S.C. 253(c). Contracting without providing for full and open competition or full and open competition after exclusion of sources is a violation of statute, unless permitted by one of the exceptions in (FAR) Federal Acquisition Requirement 6.302. Issue Date BU Procure-to-Pay Guide 51 Procurement Policies . 9/26/2012 BU Procure-to-Pay Guide 52 Procurement Policies Print Page Home > Procurement Policies > Purchasing Card Policy Purchasing Card Policy Purpose All purchases must be for University business purposes only. Personal use is strictly prohibited. Any violation of this policy will result in disciplinary action, beginning with revocation of card privileges. For the most up-to-date information and policies, visit the Sourcing & Procurement website. Scope Only the approved cardholder is authorized to use the card and must maintain confidentiality of his or her account information. Sharing the card number only increases the risk of fraud. Responsibility Fraudulent use or misuse of the PCard will result in revocation of the card. The University will seek restitution for any inappropriate charges made to the account. Misuse of the PCard may result in corrective action up to and including termination and/or possible legal action. It is important to remember that the PCard program is not intended to bypass purchasing or travel request procedures currently in place at Boston University. The PCard is never to be used for personal use. Definitions • Spending Limit The limit per transaction is $1,000 and the limit for monthly expenditures is $10,000 Procedure Typical PCard Purchases Advertising - Employment/Newspaper Materials and supply items from preferred suppliers Office and laboratory supplies Books and subscriptions (including magazines, research and on-line services) Express mail shipping charges, couriers and postal meters Education and training/seminars Dues and memberships (i.e., business related associations, etc.) Conference fees/registration Bottled water Freight fees (including duties, taxes and applicable customers brokerage fees) Photocopy expenses *****The PCard can be used to pay for restaurant costs for BU events where the majority of the attendees are students, prospective students, alumni, prospective donors or other non BU employees***** Excluded Commodities Radioactive substances Controlled substances Furniture, drapes, and carpeting Equipment leases Travel expenses BU Procure-to-Pay Guide 53 Procurement Policies . Service/maintenance contracts Legal fees Mortgages, rents, and real estate taxes Employee relocation services Translations, interpreting and language study Donations to charitable organizations Gift Cards – (The PCard should not be used to purchase gift cards. In certain unusual and extenuating circumstances, gift cards may be purchased using the PCard with prior written approval from the Comptroller) Helpful Hints With the exception of prepared meals and temporary lodging, purchases made on behalf of the University are not taxable. Vendors need to be informed of this fact and provided with the University’s taxexempt ID number, which is printed on the face and back of the PCard. Vendors may also request copies of the Massachusetts ST-2 and ST-5 tax exemption forms, which are available from the Comptroller’s web site. If tax is charged, cardholders should seek a credit from the vendor. Any questions about the taxability of a purchase should be referred to the Comptroller’s Office at (617) 3536599 or (617) 353-3529. Issue Date 12/10/2012 BU Procure-to-Pay Guide 54 Procurement Policies Print Page Home > Procurement Policies > Travel Policy Travel Policy Refer to the Travel Services page or the Travel Portal for more information on travel policy. BU Procure-to-Pay Guide 55 Procurement Policies . Print Page Home > Procurement Policies > Property Management Property Management This Site COMPTROLLER DEBT & TREASURY MGMT INTERNAL AUDIT Property Management Policies RISK MGMT POST AWARD FINANCIAL OPS SOURCING DEPARTMENTS Research Accounting Facilities Cost Analysis Property Management II. Property Management Policies BU Procure-to-Pay Guide 56 Procurement Policies Print Page Home > Procurement Policies > Engagement of Professional Services Engagement of Professional Services FACULTY DEFINITIONS ADMINISTRATIVE STUDENTS Policy Governing the Engagement of Professional Services As the use of professional firms by University units has increased, concerns regarding the quality, cost, and possible duplication of effort suggest the need for greater coordination in the engagement of professional services. The purpose of this policy is to establish a uniform procedure for the engagement of specialized services from professional firms. This policy will ensure consistency and efficiency in the engagement of such firms, and management of the quality and cost of professional services. Policies Faculty Definitions Administrative Students Policy Development Development Flow Chart (pdf) Any professional services requested by a school or college, or any request for services related to the University’s academic affairs, must first be approved in writing by the University Provost. Subject to the foregoing, authority and responsibility for the engagement of the professional services listed below is vested in the specified individuals or their designees, and their written approval is required before any such professional services are engaged. Engagement of any professional services not specifically included in the following list requires the approval of the University Provost or the Vice President having responsibility for the administrative unit in question. The University’s Sourcing and Procurement Department is available to serve as a resource in the engagement of professional BU Procure-to-Pay Guide 57 Issues to Consider Draft Template Procurement Policies . Print Page Home > Procurement Policies > Employee Conflict of Interest Questionnaire Employee Conflict of Interest Questionnaire Click here to access the employee conflict of interest questionnaire. Boston University is committed to the highest standards of honesty and integrity in all its activities. This includes, among other concerns, avoiding conflicts of interest and commitment, both in fact and in appearance. A conflict of interest exists when a University employee or representative's direct or indirect personal interests are inconsistent with or interfere in any way with the best interests of the University. Any proposed business or financial relationship between the University and an employee or other representative, or a member of his or her immediate family, or any entity with which the employee or other representative or a member of his or her immediate family is affiliated, is subject to the prior review and approval of the Boston University Compliance Committee and/or the Associate Vice President for Research Compliance. A copy of this submission must be approved and signed by the Department Manager, Department Chair, Dean and/or Unit Vice President and returned to the Compliance Committee by the Dean and/or Unit Vice President c/o the Office of the General Counsel. If the Conflict of Interest is related to a sponsored program, please forward approvals to the appropriate Research Compliance Committee. The Compliance Committee consists of the Executive Vice President, Vice President of Human Resources, Provosts of the Charles River and Medical campuses, Vice President and General Counsel, Associate Vice President for Internal Audit, and such other members as may be appointed by the President. The Compliance Committee reports to and is subject to the oversight of the Audit Committee. Boston University has also two Faculty Review Committees on Research Conflicts of Interest. These Committees meet once a month to review investigator disclosures with a potential conflict of interest. The CRC committee reviews disclosures from investigators on the Charles River Campus and the BUMC committee reviews disclosures from investigators on the medical campus and Boston Medical Center. Each Committee advises the Associate Vice President for Research Compliance as to whether a conflict of interest exists and, if so, what restrictions or conditions should be imposed to eliminate, reduce, or manage the conflict. Approval from the Compliance Committee to purchase, or pay for supplies or services from a supplier that has documented a personal relationship with a Boston University employee is subject to prior review and approval of the Compliance Committee. The Conflict of Interest questionnaire is a communication tool to describe the need for a Boston University business relationship with a particular supplier. The Department Manager, Department Chair, Dean and/or Unit Vice President is responsible for seeking approval from the Compliance Committee. Approval for purchase or payment with your proposed supplier should not be forwarded a Compliance Committee(s) for approval until a management plan with this vendor is in a presentable form and has been vetted, reviewed and signed off by the relevant Department Manager, Department Chair, Dean and/or Unit Vice President. BU Procure-to-Pay Guide 58 Procure-to-Pay Procure-to-Pay How to Buy Goods - An elaborate guide to procuring tangible items at Boston University. How to Buy Services - An elaborate guide to procuring non-tangible items at Boston University. How to Make Payments - Acceptable payment forms at Boston University. If you're unable to find what you're looking for in this help system, try these alternative resources: Sourcing & Procurement BUworks Procure-to-Pay Video Glossary Email: Ike Babbitt BU Procure-to-Pay Guide 59 Procure-to-Pay . Home > Procure-to-Pay > How to Buy Goods How to Buy Goods Procurement Process Overview - Gives an overview of the procurement process at Boston University. Purchasing Specifications - Explains the purchasing specifications for each order. Purchasing Equipment - Explains the process for purchasing equipment. Audio Visual Supplies - Explains the ordering process and preferred suppliers for audio visual supplies. Computers and Software - Explains the ordering process and preferred suppliers for computers and software. Copiers - Explains the ordering process and preferred suppliers for copiers. Printers - Explains how to purchase or lease copiers. Printer Repair - Explains the ordering process and suggested suppliers for printer repair. Furniture and Fixtures - Explains the ordering process and preferred suppliers for furniture and fixtures. Office Supplies - Explains the ordering process and preferred suppliers for office supplies. Business Cards and Stationary - Explains the ordering process and preferred suppliers for business cards and stationary. Promotional Items - Explains the ordering process and suggested suppliers for promotional items. BU Procure-to-Pay Guide 60 Procure-to-Pay Home > Procure-to-Pay > How to Buy Goods > Procurement Process Overview Procurement Process Overview Procure-to-Pay BU Procure-to-Pay Guide 61 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Goods > Purchasing Specifications Purchasing Specifications Purpose To describe how specifications (e.g. materials specifications, scope of work, engineering drawings, and functional uses) are used in the procurement process so that the appropriate goods and services are purchased. Scope Specifications are incorporated into requests for proposals, purchase order documents and contractual agreements. Responsibility Shoppers have the responsibility to establish the necessary specifications that describe the materials or services they use in their function. Sourcing & Procurement and the Office of General Counsel have the responsibility to ensure that specifications are referenced on the Purchase Order or Contract documents. Sourcing & Procurement will provide assistance to shoppers in regard to specification development. Definitions • Specification Is an explicit set of requirements to be satisfied by a material, product, or service. • Functional Specifications Is the documentation that describes the requested behavior of a product or services. The documentation typically describes what is needed by the user as well as requested properties of inputs and outputs. • Technical Specifications Describes the explicit technical characteristics of an item, product or service required by the user. A manufacturer’s data sheet is not a technical specification. Procedure • Original or revised specifications are developed by the user and provided to the buyer or attorney for incorporation into a purchase order or contract document. The user must have a procedure to confirm acceptance by the supplier of a specification. • The buyer must attach an appropriate copy of the specifications to the purchase order or contract sent to the supplier. • The buyer has the responsibility to make contact with suppliers in order to establish communication • In all cases, the purchase order should contain the statement (or equivalent) “Specification attached. By accepting this purchase order, the supplier agrees to provide product or services which conform to the specification referenced under this purchase order”. Issue Date 9/19/2012 BU Procure-to-Pay Guide 62 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Goods > Purchasing Equipment Purchasing Equipment Purpose Assist Boston University community with providing direction and support to purchase equipment. Scope Procurement of various types of equipment requirements utilized throughout Boston University. Responsibility Any Boston University employee participating in a procurement process shall (a) purchase equipment at the “best value” or lowest total cost, which takes into account not only purchase price, but also compliance with technical or functional specifications, product availability, ordering and invoicing processes, service standards, accounting compliance and regulatory requirements; (b) be responsible for the review, evaluation, and documentation of each element of total cost; and (c) be able to justify the economic, research, and/or educational need for the procurement decision. Procedure When soliciting information and pricing for equipment from suppliers there any many factors to consider prior to making the purchase. Boston University employees are highly encouraged to inquire about existing contracts and to work with Sourcing & Procurement to obtain competitive market pricing. Requirements to be considered for solicitation of equipment purchases: • Specifications issued or received should be specific and clear • Scope of work should be detailed to meet the desired requirement • Competitive market price • Total Cost of Ownership • Freight (inside delivery should be requested) • Installation • Training • Warranty Period • Maintenance • Payment terms • Lead time • Quality • Quantity • Size (foot print) • Sales Support • Demo Equipment • Testing period • Acceptance Criteria • Safety Requirements BU Procure-to-Pay Guide 63 Procure-to-Pay . • Electrical Requirements • Delivery Access Space Requirements • Terms and Conditions Issue Date 12/10/2012 BU Procure-to-Pay Guide 64 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Goods > Audio Visual Supplies Audio Visual Supplies Products and Services Overview In cooperation with Audio Visual Innovations (AVI), Sourcing & Procurement maintains a limited catalog within the Terrier Marketplace Product Catalog. Purchasing through this catalog allows your department to leverage the buying power of the entire University. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Beverly.Dieterich@avispl.com Audio Visual Innovations (AVI) 10000386 Beverly Dieterich 866-296-0418 x16810 Contract and Pricing Information A limited selection of audio visual equipment can be purchased through the Boston University’s hosted catalog collection, the Terrier Marketplace Product Catalogs. For products not found in the AVI catalog, please contact Beverly Dieterich for quotes, pricing and availability. Program Advantages • Our relationship with our preferred suppliers ensures us that their technological products carry performance, safety, and reliability. • Faster Processing – Catalog items do not require approval from Sourcing & Procurement. • Ease of Use – Item descriptions, product categories, and model numbers carry over automatically to your cart. How to Order Go to the BUworks Central portal and create a shopping cart with items from the Terrier Marketplace Product Catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Paul O’Shea Justin Wan Issue Date 10/2/2012 BU Procure-to-Pay Guide 65 Procure-to-Pay . Home > Procure-to-Pay > How to Buy Goods > Computers and Software Computers and Software Accessories and Software - Explains the ordering process as well as preferred suppliers for accessories and software. Adobe and Microsoft - Explains the ordering process for Adobe and Microsoft products. Apple Standards - Explains the ordering process as well as advantages to ordering Apple products through BUworks Central. PC Standards - Explains the ordering process as well as advantages to ordering Apple products through BUworks Central. BU Procure-to-Pay Guide 66 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Goods > Computers and Software > Accessories and Software Accessories and Software Products and Services Overview The majority of computer accessories, peripherals, and software purchases for Boston University are available in an online BUWorks punch-out catalog for SHI International Corp. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information jacobi_mack@shi.com SHI International Corp. 10000326 Jacobi Mack 732-868-5840 Contract and Pricing Information The Boston University SHI catalog features highly competitive pricing, free ground shipping and access to 175,000 items from hundreds of IT hardware and software vendors. Program Advantages • User Friendly – Punchout catalogs provide a web shopping experience featuring item comparison, long descriptions, and category filtering, real-time pricing and availability. • Faster Processing – Catalog items do not require approval from Sourcing & Procurement. • Ease of Use – Item descriptions, product categories, and model numbers carry over automatically to your cart. How to Order To order accessories, contact your local IT support staff for a recommendation and then go to the BUworks Central portal and create a shopping cart with a items from the SHI catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Paul O'Shea Justin Wan Issue Date 10/2/2012 BU Procure-to-Pay Guide 67 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Goods > Computers and Software > Adobe and Microsoft Adobe and Microsoft Products and Services Overview Boston University negotiates university-wide software licensing from Microsoft and Adobe, offering departments a substantial savings. The IT Help Center handles fulfillment of the Adobe and Microsoft Campus Licensing Programs. Supplier Contacts Supplier Name (ISR) SAP SRM # Sales Representative Contact Information jdreiss@bu.edu IS&T – Service Center Help Center N/A Jerry Dreiss 617-353-1780 Contract and Pricing Information Click here to obtain pricing and part numbers for your Internal Service Request. Unless otherwise requested, your order will be delivered via interdepartmental mail, so please include complete delivery information. How to Order Microsoft and Adobe licenses must be purchased with an Internal Service Request. No P-Cards or personal funds may be used. To learn how to make a purchase with an ISR, please consult with your department’s administrator. How to Pay Payment will be taken from the account assignment supplied when filling out the ISR. The service provider is responsible for completing the journal entry. Responsible Buyer Jerry Dreiss Issue Date 10/2/2012 BU Procure-to-Pay Guide 68 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Goods > Computers and Software > Apple Standards Apple Standards Products and Services Overview In cooperation with Information Services & Technology, Sourcing & Procurement maintains the University’s Apple and PC standards. Standardization allows your department to leverage the buying power of the entire University. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information jsales@apple.com Apple 10000647 Jennifer Sales 512-674-6558 Contract and Pricing Information BU Apple standard pricing and options can be found by visiting the Terrier Marketplace. To access the Terrier Marketplace, click here. Program Advantages • Standardization lowers the total cost of ownership through reduced support costs. • It encourages collaboration and efficiency between all BU IT support staff as more and more departments support the same standards and develop a greater body of knowledge about the same models. System purchase prices are also substantially reduced. • Our relationship with our preferred vendors ensures us that their technological products carry performance, safety, and reliability. • Minimizes the possibility of network and connectivity issues within BU and increasing productivity and efficiency. How to Order Go to the BUworks Central portal and create a shopping cart with items from the Terrier Marketplace Product Catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Paul O’Shea Justin Wan Issue Date 10/2/2012 BU Procure-to-Pay Guide 69 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Goods > Computers and Software > PC Standards PC Standards Products and Services Overview In cooperation with Information Services & Technology, Sourcing & Procurement maintains the University’s Apple and PC standards. Standardization allows your department to leverage the buying power of the entire University. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information billymcdo@lenovo.com Lenovo 10000495 Billy McDowell 919-294-2887 Contract and Pricing Information BU Apple standard pricing and options can be found by visiting the Terrier Marketplace. To access the Terrier Marketplace, click here. Program Advantages • Standardization lowers the total cost of ownership through reduced support costs. • It encourages collaboration and efficiency between all BU IT support staff as more and more departments support the same standards and develop a greater body of knowledge about the same models. System purchase prices are also substantially reduced. • Our relationship with our preferred vendors ensures us that their technological products carry performance, safety, and reliability. • Minimizes the possibility of network and connectivity issues within BU and increasing productivity and efficiency. • Lenovo Think series systems purchased through the BU PC Standards program come preinstalled with a standardized BU image, created by IS&T and Lenovo. This image simplifies maintaining and deploying computers on campus. How to Order Go to the BUworks Central portal and create a shopping cart with items from the Terrier Marketplace Product Catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Paul O’Shea Justin Wan Issue Date 10/2/2012 BU Procure-to-Pay Guide 70 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Goods > Copiers Copiers Products and Services Overview The Boston University Ricoh (formerly known as Ikon Office Systems) copier program delivers many benefits to the University. Those advantages include: the latest technology in multi-functional printing devices, defined installation processes, coordination with BU internal desktop support, data security, sustainable environmental initiatives, lower total cost. Refer to this link to view the steps for a successful copier installation. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information rlacroix@ricoh-usa.com Charles River - Richie LaCroix 617-438-0038 Ricoh USA, Inc. 10000671 jbrody@ricoh-usa.com Medical Campus - Joel Brody 617-719-8354 Contract and Pricing Information Contact the appropriate Ricoh account representative for your campus to discuss your copier requirements. The account representative will discuss your options and provide you with a quotation for the cost of the equipment plus associated maintenance and supply costs. The quote will also provide maximum space, weight and power requirements for the particular model. Program Advantages • Latest technology in multifunctional printing devices. • Defined installation processes. • Coordination with BU internal desktop support. • Data security. • Sustainable environmental initiatives. • Lower total cost. How to Order Order from BUworks Central by using the 4 step shopping process. After clicking on 4 Step Shopping, click on Old Shopping Carts and Templates and search for the *Ricoh* template. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Walter Duffy Issue Date BU Procure-to-Pay Guide 71 Procure-to-Pay . 10/2/2012 BU Procure-to-Pay Guide 72 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Goods > Printers Printers Products and Services Overview Boston University does not have printer standards. Please make purchases from any of the registered suppliers mentioned below. Supplier Contacts Printers Supplier Name SAP SRM # Sales Representative Contact Information jacobi_mack@shi.com SHI International Corp. 10000326 Jacobi Mack 732-868-5840 Toner and Ink Cartridges Supplier Name SAP SRM # Sales Representative Contact Information jacobi_mack@shi.com SHI International Corp. 10000326 Jacobi Mack 732-868-5840 tana.mahar@officedepot.com Office Depot, Inc. 10000247 Tana Mahar 617-353-2371 Contract and Pricing Information • Competitively bid contract • No charge for delivery Program Advantages • User Friendly – Punchout catalogs provide a web shopping experience featuring item comparison, long descriptions, category filtering, real-time pricing and availability. • Faster Processing – Catalog items do not require approval from Sourcing & Procurement. • Ease of Use – Item descriptions, product categories, and model numbers carry over automatically to your shopping cart. How to Order To order printers, contact your local IT support staff for a recommendation and then go to the BUworks Central portal and create a shopping cart from the desired catalog or with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. BU Procure-to-Pay Guide 73 Procure-to-Pay . Issue Date 10/2/2012 BU Procure-to-Pay Guide 74 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Goods > Printer Repair Printer Repair Products and Services Overview Boston University does not have printer repair standards. Please make purchases from any of the registered suppliers mentioned below. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information jtoomy@lasertechserve.com Laser Technologies Service, Inc. 10000350 John Toomy 978-897-5499 pquintin@dictronics.com Dictronics, Inc. 10000655 Paul Quintin 781-514-1151 Philipq@compucallinc.com Compu-Call, Inc. 10003822 Philip Quinn 508-699-3406 How to Order To order printer repair, contact your local IT support staff for a recommendation and then go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Issue Date 10/2/2012 BU Procure-to-Pay Guide 75 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Goods > Furniture and Fixtures Furniture and Fixtures Products and Services Overview Products include desks, file cabinets and storage, workstations, seating, lounge furniture, computer furniture, conference tables. Vendors will deliver and install. Many items including, but not limited to, upholstered and plastic seating and fabric panels on workstations must comply with Boston Fire Code regulations. For more information on Boston Fire Code regulations, visit the City of Boston's website. Delivery times vary. Most furniture can be delivered 4-6 weeks from date of order. Office Depot stocks task chairs that are Boston Fire Code compliant for quick delivery. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information office: 617-353-2371 Office Depot 10000247 Tana Mahar cell: 508-843-4022 tana.mahar@officedepot.com office: 617-896-3276 Office Resources 10001842 Chris Leonard cell: 978-807-5195 chrisleonard@ori.com office: 617-956-4102 Creative Office Interiors 10000827 Pat Madigan cell: 781-858-2033 pmadigan@cop-inc.com cell: 508-561-3908 Red Thread 10000754 Nancy Corbin ncorbin@red-thread.com Contract and Pricing Information The shopper must request a quote from the vendor for product and installation. Program Advantages • Prices quoted are based on Boston University’s volume discounts. • These suppliers are familiar and will comply with Boston Fire Code Requirements. • These suppliers are familiar with Boston University’s campus, buildings and delivery requirements. • Suppliers can assist with specifications, dimensions and selections. How to Order To order, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. BU Procure-to-Pay Guide 76 Procure-to-Pay How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Rosalind D'Amico Issue Date 9/21/2012 BU Procure-to-Pay Guide 77 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Goods > Office Supplies Office Supplies Products and Services Overview Office Depot is the Primary Office Supplier for Boston University. Boston University achieves favorable pricing through competitive rates, an assortment of Office Depot brand products, and online ordering. Items available through Office Depot include: ink, toner, stationary, break room, and general office supplies. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information office: 617-353-2371 Office Depot N/A Tana Maher cell: 508-843-4022 tana.mahar@officedepot.com Contract and Pricing Information The Office Depot contract has been competitively bid. For specific information on pricing, visit the online catalog within the Terrier Marketplace. Program Advantages • Easy Online Ordering. • Leverage BU’s negotiated pricing. • Dedicated on site representative. • Next day delivery on orders placed before 5 P.M. for instock items. • Direct to desk delivery. • No delivery charges. • No charge for returns made within 30 days (does not apply for special order or custom items). How to Order To take advantage of the Boston University negotiated pricing, you will need to sign up access the Office Depot catalog through the Terrier Marketplace. For furniture, coffee service, and other special orders, contact the on-site Office Depot representative. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Keith Haran Issue Date 9/20/2012 BU Procure-to-Pay Guide 78 Procure-to-Pay BU Procure-to-Pay Guide 79 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Goods > Business Cards and Stationary Business Cards and Stationary Products and Services Overview Business cards, letterheads, envelopes, mail labels, notepads, name tags, note cards and envelopes, invitation packages, posters and holiday cards are available on templates for online ordering. All listed products are Boston University designed. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information camaru@bfsdaniels.com BFSDaniels 10001494 Charlie Amaru 617-593-3415 Contract and Pricing Information • Competitively bid contract. • Quantity tiered pricing available. • Low cost on many major brands of paper. • No charge for delivery. Program Advantages • Easy online ordering with stepbystep instructions. • Templates that can be customized. • Compliance with Boston University brand standards. How to Order After you register with the Boston University Print Center, simply login to your account, select Catalog, choose the category you want, and follow the step-by-step instructions. How to Pay When you register, you are asked to provide a default cost center for charges. The charges will be uploaded to this cost center monthly. If you are responsible for multiple cost centers, you can also select an alternate cost center when ordering. Responsible Buyer Rosalind D’Amico Issue Date 9/20/2012 BU Procure-to-Pay Guide 80 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Goods > Promotional Items Promotional Items Products and Services Overview Products include pens, magnets, keychains, lanyards, Tshirts, hats, mugs, etc. It is the shopper’s responsibility to ensure that items to be printed with any Boston University logo or symbol to meet the University’s brand standards before ordering. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Barnes & Noble 10000287 sturco@bu.edu Steve Turco 617-236-7498 answers@thinktankpromotional.com Think Tank Promotional 10000477 Jeremy Bosso 585-244-5772 glencousins@me.com Icon Promotional Products 10004785 Glen Cousins 802-860-7002 info@forbesmarketing.com Forbes Marketing Group 10003852 Tom Forbes 800-332-1102 Contract and Pricing Information Boston University does not have a contracted supplier for promotional items. Some suggestions are listed above. For additional options see the University’s complete list of suppliers. Program Advantages • Suppliers are familiar with Boston University brand standards. How to Order To order, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Brian DiMartino Issue Date 10/2/2012 BU Procure-to-Pay Guide 81 Procure-to-Pay . BU Procure-to-Pay Guide 82 Procure-to-Pay Home > Procure-to-Pay > How to Buy Services How to Buy Services Charter Bus Services - Explains the ordering process and preferred suppliers for chartering buses. Contingent Labor - Explains the ordering process and preferred suppliers for contingent labor. Employee Relocation Services - Explains the ordering process as well as preferred suppliers for employee relocation services. Internal Services - Explains the ordering process for services provided through departments at Boston University. Printing Services - Explains the ordering process as well as preferred suppliers for printing services. Travel Services - Explains the ordering process as well as preferred suppliers for travel services. ***All services should be ordered by using a shopping cart. For more specific details, click on the categories above.*** BU Procure-to-Pay Guide 83 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Services > Charter Bus Services Charter Bus Services Products and Services Overview Charter bus services include all transportation services that are provided by bus vendors for the purposes of transporting students, faculty, staff and guests for University sponsored travel. As directed by Boston University’s Charter and Shuttle Bus Services Policy, charter bus service must be provided by a Boston University approved bus vendor who has been contracted by the University to provide such services. Supplier Contacts Supplier Name SAP SRM Sales # Representative A&A Metro Transportation 10007216 Academy Express Sales Department 10003694 Mike Spadea Phone Number Operating Hours 508-697-0017 5:00am – 1:00am 508-697-0017 781-849-0200 x 3544 M-F 5:30am11pm After Hours Contact 800-442-7272 x 2253 or 2250 S&S 5:30am-6pm Gregg S. Massini Bus Co.* 10001150 Gregg Massini 413-229-2352 7:00am – 12:00am 413-229-2352 Local Motion 10002507 Reservations 781-535-6344, Option 1 8:00am - 6:00pm Dispatch, 781-535-6344, Option 2 People Care-iers 10004120 Shirley White 617-361-1515 7:00am - 6:00pm 617-282-0001 Charter Office MF 9:00am – 5:30pm Peter Pan Bus Lines 10000365 Carol O'Connell 617-887-2200 x 1923 Company M-Thu 4:30am11pm F,S&S 4:30am2:30am 617-887-2200 X1923 or Option 3 *Service provided for Lenox, MA and the surrounding area. Contract and Pricing Information Contact one or more of the approved charter bus vendors to obtain a quote. How to Order The shopper must contact the company to obtain a quote and book a charter trip. Your reservation is not final until the vendor receives the University’s purchase order. The following information will be required for booking: • Group Size • Destination • One Way or Round Trip • Date & Time of Departure BU Procure-to-Pay Guide 84 Procure-to-Pay • Date & Time of Return (if applicable) • If Round Trip, Will Bus(s) Be Required to Stay at Destination? • Vehicle Selection To order, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted by the vendor directly to the Accounts Payable department at 25 Buick Street, Boston, MA 02215. Recommendations for Optimizing Your Charter Bus Service Experience When Booking the Reservation: • Plan in advance. You will have a better chance of getting the size and quantity of buses that you need if you book your trip well in advance of your departure date and at least two weeks in advance. Certain times of the year or days of the week are busier, for example, Saturdays are usually busy. Trips requiring multiple buses may need to be requested at least 4 weeks in advance. • Provide the bus company with as much information as possible, for example, date and time of departures, destination, trip details, number of passengers, requirements such as accessibility for disabled passengers, DVD equipment, WIFI capabilities. Not all contracted bus companies have every option available on all of their buses. • Request a quotation that provides all costs. • Create a shopping cart in SAP and attach the quotation. This will start the process of sending a purchase order to the bus company to order the services. Most bus companies will “pencil in” your trip on their reservation list; however, bus companies have been instructed by the University not to perform services without a Boston University purchase order. For Your Safety: • Ask the driver to point out and explain the proper use of all emergency exits and the location of the fire extinguisher before the trip begins. Emergency exits could be push-out windows and roof vents, as well as doors. • Avoid slips and falls by exercising care when boarding and exiting the motorcoach. Use handrails when ascending or descending the steps. • Remain seated as much as possible while the motorcoach is moving. • Bus companies have been instructed to contact the Boston University Police in case of accidents or emergencies. As soon as it is safe to do so, you should also immediately contact the Boston University Police. When Plans Change: • Don’t forget to notify the bus company if your plans change or your trip is canceled. Most Bus companies have cancellation fees and specific notice requirements. • Weather related cancellations should also be confirmed with the bus company. Gratuities: • You are not obligated to pay gratuities to the driver. However, if you prefer to offer a gratuity, you may ask the bus company to add it to their quotation or you can offer it directly to the driver. Responsible Buyer Keith Haran Issue Date 11/12/2013 BU Procure-to-Pay Guide 85 Procure-to-Pay . BU Procure-to-Pay Guide 86 Procure-to-Pay Home > Procure-to-Pay > How to Buy Services > Contingent Labor Contingent Labor Agency Temps - Explains the ordering process and preferred suppliers for agency temps. Consultants, Contractors, and Freelancers - Explains the ordering process and preferred suppliers for service providers. BU Procure-to-Pay Guide 87 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Services > Contingent Labor > Agency Temps Agency Temps Products and Services Overview When a University unit wishes to hire a temp or a permanent placement through an employment agency or staffing firm, please choose from the list of approved staffing and recruiting suppliers that have been vetted and placed under Master Service Agreements (MSAs). Supplier Contacts The Contingent Labor list is available to the BU community only (protected by Kerberos). This list is inclusive of vendor rep contact information, SAP vendor number, and pre-negotiated fees. Contract and Pricing Information All staffing agency MSAs are housed in Sourcing & Procurement’s contract database and can be provided upon request. Each agency’s negotiated fee is published on the spreadsheet to aid the University unit in their decision making process, but should remain confidential. If procuring a direct hire/permanent candidate through an agency, the one-time fee is a % of the annual base salary (most are negotiated between 15-20%). If hiring a temp or contract worker, the University unit will pay the agency an hourly bill rate for the worker. The bill rate is determined between the engagement manager and the agency and is based on the worker’s background and skills. If the University unit wishes to convert this temp to a FTE, there may be a conversion fee due depending on how long the temp has worked in the department. The conversion fee is on a sliding scale, with 15% of the annual base salary due if converted between months 1 – 2, 10% months 3 – 4, 5% months 5 – 6, and 0% thereafter. These rates may be higher when working with IT staffing agencies and boutique firms. Program Advantages By utilizing an approved staffing agency, the University unit can feel comfortable knowing there is already an MSA in place with negotiated fees that the agency is held to. All of our agencies are familiar with the payment process and understand that the weekly invoices are paid against purchase orders. How to Order Medical campus hiring managers should contact bumchr@bu.edu with your staffing request and they will assist you. Charles River campus hiring managers should contact an Approved Staffing and Recruiting Suppliers directly with your staffing and recruiting needs. Once you have identified a candidate, a shopping cart (limit order) should be placed in BUworks Central while you are working with the provider to fulfill your request. If you are interested in hiring a candidate on a permanent basis, please complete Section A of the Direct Hire SOW template and upload it as an attachment to your shopping cart. If you are interested in hiring a temporary or potential temp-to-perm candidate, please complete Section A of the Temp Labor SOW template and upload it as an attachment to your shopping cart. The shopping cart bring Sourcing & Procurement into the process to facilitate the necessary contracts and provides the means in which to pay the service provider's invoice. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Sourcing & Procurement Business Services BU Procure-to-Pay Guide 88 Procure-to-Pay talent@bu.edu Issue Date 10/25/2012 BU Procure-to-Pay Guide 89 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Services > Contingent Labor > Consultants, Contractors, and Freelancers Consultants, Contractors, and Freelancers Products and Services Overview Service Providers STEP 1 The first step to engage a service provider, consultant, contractor, or freelancer (hereafter, “service provider”) is to determine whether the service provider may be classified as an independent contractor. This determination must be made before engaging the service provider to comply with tax withholding and reporting obligations. To begin, the requesting manager or principal investigator must determine whether the service provider is an individual or an entity. 1. Entity. If the service provider is an entity, the next step will depend on whether the service provider’s services are research-related or non-research-related. See STEP 2 below for more information. 2. Individual. If the service provider is an individual, the service provider must complete the online Worker Classification Pre-Qualifying Questionnaire. Accounts Payable will review the Questionnaire and accompanying documentation to determine the proper classification for the service provider. Once Accounts Payable has determined the proper classification of the service provider, Accounts Payable will notify the service provider via email. If Accounts Payable determines that the service provider must be classified as an employee, Accounts Payable will notify the hiring manager. The manager/principal investigator should follow the normal hiring process and contact the Payroll Coordinator for guidance and assistance. STEP 2 For entities and individuals whom Accounts Payable determines may be classified as independent contractors, the next step depends on whether the services to be provided are non-research-related or research-related. In either event, the University and service provider must enter into a contract. The manager/principal investigator will be responsible for ensuring that an appropriate contract is executed and that the service provider complies with the University’s Conflict of Interest Policy (http://www.bu.edu/ethics/conflict.pdf) and, for research-related services, with the University’s Policy on Investigators’ Conflicts of Interest (http://www.bu.edu/handbook/ethics/policy-oninvestigators-conflicts-of-interest/). I. Non-Research-Related Services When the service provider receives an email that they have been classified as an independent contractor, they will be prompted to complete the online vendor registration. If the service provider is an entity, the manager should contact Sourcing directly at talent@bu.edu. Sourcing will assist the entity with registering and the manager with selecting an appropriate form of agreement using, in the case of individuals, information from the Worker Classification Questionnaire, or in the case of entities, their proposed scope of work. Once the service provider is fully registered as a supplier, a limit shopping cart should be placed in SAP. All attendant documentation should be attached to the shopping cart, which may include the executed agreement, detailed Statement of Work, and explanatory notes. Work may only begin after the shopping cart has been processed and the purchase order generated. Exception: A service provider (approved through the worker classification process if an individual, and all entities) who performs a one-time service for the University that lasts less than thirty (30) days and for fees of less than $10,000 can complete an External Service Provider Form and Contract (ESP Form) and send the signed ESP Form, a W-9 (or valid tax form), and invoice to Accounts Payable for payment. In certain circumstances, the ESP Form will also be sent to the Export Control Director for review. Under the ESP Form, payment terms are Net 30. II. Research-Related Services When the service provider receives an email that they have been classified as an independent contractor, they will be prompted to complete the online vendor registration. If the service provider is an entity, the principal BU Procure-to-Pay Guide 90 Procure-to-Pay investigator (PI) should contact Sourcing directly at talent@bu.edu. Sourcing will assist the entity with registering. The PI should download the most current version of the Research-Related Consulting Agreement, which will describe the project on which the service provider will work, the term of service, the scope of work anticipated, the rate of pay, and other terms governing the arrangement. The PI must complete Sections 1-5 of the Research-Related Consulting Agreement (RRCA) and attach a detailed Statement of Work and the Financial Conflict of Interest Disclosure form (FCOI) completed by the PI and service provider. The PI and either the Center Director, Department Head, or Dean (as appropriate) should sign the Agreement and return it to the Office for Sponsored Programs (OSP) representative responsible for the relevant sponsored program. OSP will send the FCOI to the Office for Research Compliance for review. OSP will also verify that the proposed funding source may be used for the Consultant's fee and expenses and, if it may, will send the agreement to Sourcing & Procurement. The PI is responsible for ensuring compliance with the University's Policy on Investigators' Conflicts of Interest (http://www.bu.edu/orc/coi/forms/). In some circumstances, Sourcing will also send the agreement to the Export Control Director for review. Next, Sourcing will contact the service provider to finalize the agreement before execution. Sourcing will also determine whether it is necessary to require the service provider to obtain (or confirm that it has) insurance. Once the agreement is finalized, Sourcing will coordinate execution of the agreement by an authorized signatory for the University and the service provider. The PI (or PI's designee) will then process a shopping cart to encumber the funds for the services. Sourcing will issue a purchase order to the service provider permitting work to begin. If you have any questions, please refer to the Service Provider Classification Guidelines or email talent@bu.edu. Program Advantages It’s important to follow the process above for both efficiency and compliance. When an external service provider is properly engaged, the University has shown their due diligence to the Department of Labor and IRS by vetting these individuals. Furthermore, when this process is followed, invoices are noticeably streamlined and paid per contracted payment terms. How to Order Once an Agreement with the service provider is executed and the service provider is registered, a limit shopping cart should be placed in SAP. The Agreement, the approved Worker Classification Pre-Qualifying Questionnaire (if applicable), and an explanation of the selection process and cost analysis for the service provider should be uploaded as attachments in the shopping cart. Work may only begin after the Agreement has been signed and the shopping cart placed. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Farzana Gurwala Kristin Legier Dina Mihalaros Issue Date 10/15/2012 BU Procure-to-Pay Guide 91 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Services > Employee Relocation Services Employee Relocation Services Products and Services Overview Relocation services, including household moving and storage, complete laboratory relocation, and self-pack moving containers are available through Atlas Van Lines. Atlas works with Boston University’s Sourcing & Procurement, Human Resources, and Department Administrators in order to facilitate the relocation process. Supplier Contacts Supplier Name SAP SRM # Atlas Van Lines, Inc. 10001162 Linda Foley Sales Representative Contact Information lfoley@collinsbros.com 914-833-4710 Helen McNeece - Account Manager, Lab Move Specialist hmcneece@higheredrelo.com 914-980-2412 Contract and Pricing Information • 69% off tariff price on moves over 8000 pounds. • 66% off tariff price on moves under 8000 pounds. • Full value protection. • Up to $100,000 is free. • $5.50 per additional $1000. Program Advantages • Experienced and professional movers and laboratory relocation specialists. • Laboratory materials in running units are kept running during transit—see complete list of amenities. • Supplier facilitates relocation process, is experienced working with higher education institutions. • Competitive pricing. How to Order • Contact Annie Mejias to obtain an estimate—see contact information above. • Service request forms on the Atlas relocation website. • Once estimate is obtained, shopper submits shopping cart with estimate attached. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer BU Procure-to-Pay Guide 92 Procure-to-Pay Brian DiMartino Issue Date 12/6/2012 BU Procure-to-Pay Guide 93 Procure-to-Pay . Home > Procure-to-Pay > How to Buy Services > Internal Services Internal Services Internal Services - a list of the service providers that are available within Boston University. Ordering Goods and Services at Boston University BU Procure-to-Pay Guide 94 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Buy Services > Internal Services > Internal Services Internal Services Definition Internal Services include University-owned service providers (e.g., Publications Production), as well as contracted suppliers located on campus (e.g., Dining Services/Aramark). Internal service providers can bill departments directly through BUworks Central. Procedure 1. Contact the provider to obtain pricing and delivery information for the specific goods or services to be provided. 2. Create an Internal Service Request with the above and any special instructions included. 3. After the delivery of goods or services, service provider will charge the requesting department directly via BUworks Central. The following service providers are available through BUworks Central: Agganis Arena – Catering/Events Agganis Arena – Tickets Athletic Facilities BCD Travel – Domestic BCD Travel – Foreign BME – Biointerface Technologies (BIT) BME – Micro/Nano Biosystems Fabrication (MNBF) BME – Micro/Nano Imaging (MNI) BU Police Department BUMC EMC – Research Alcohol Biology Department Stockroom CAS Chemical Instrumentation Center CAS Electronic Design Facility CAS Proteomic Imaging Core Facility CAS Scientific Instrument Facility CFA Printing CFA School of Music Dining – Catering on the Charles Dining – Residence Hall Dining Dining – Retail Dining Dining – SMG Catering Events and Conferences Campus Facility Events and Conferences: Castle Events and Conferences: Commencement BU Procure-to-Pay Guide 95 Procure-to-Pay . Events and Conferences: Student Production Services (SPS) Events and Conferences: Tsai Center Geddes Language Center IS&T – AV Engineering IS&T – Applications IS&T – Communication Services IS&T – Media Group Krasker Film Library IS&T – Media Group Scanning Services IS&T – Media Group Support Services IS&T – Network Services IS&T – Project Management IS&T – Service Center Help Center IS&T – Systems Engineering IS&T – Systems Operations Illumina Next Gen Sequencing Laboratory Animal Care Facility Laboratory Animal Science Center Law-Room Rental Laboratory Animal Science Care Center (LASC) Laboratory Animal Science Center (Special Services) Mail Services – Bulk Mail Marketing & Communications – Web/Interactive Design Marketing & Communications – BU Productions (Video Production) Marketing & Communications – Design/Print Communications Marketing & Communications – Photography/Multimedia Mugar – Copy Services Office of Rental Property Management PERD – EMS Programming PERD – EMT Event Coverage PERD – FRC Dance Theater Facility PERD – Intramural Official Coverage PERD – Intramural Sports PERD – Fitness & Recreation Center Facilities Parking Services – Guest Passes Parking Services – Other Services Parking Services – Permits Photonic Center BU Procure-to-Pay Guide 96 Procure-to-Pay SDM Spectrum TER Slone Scanning Center SPH Data Coordinating Center Systems Support – FOR VP FINANCE USE ONLY Summer Conference Housing: 10 Buick Street Summer Conference Housing: 1019 Commonwealth Avenue Summer Conference Housing: 33 Harry Agganis Way Summer Conference Housing: Shelton Summer Conference Housing: Warren Towers – Commonwealth Avenue Summer Conference Housing: West Campus – Babcock TTC – Domestic TTC – International BU Procure-to-Pay Guide 97 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Services > Printing Services Printing Services Products and Services Overview Printed goods such as annual reports, marketing materials, magazines, billboards fall under this category. Supplier Contacts Category 1 - Short Run (1,000 or less) Supplier Name SAP SRM # Sales Representative Contact Information Belmont Printing 10003697 Bill Johnston BFSDaniels 10001494 Mike Clark Fowler Printing 10003699 Dan Sly service@belmontprinting.com 617-484-0833 mclark@bfsdaniels.com 617-267-8899 x247 dan@fowlerprinting.com 800-649-1144 anna@phmurphyandcompany.com Murphy & Company 10003719 Anna M. Murphy Puritan Press, Inc. 10000859 Dave Cady Uni-Graphic Eddie Kaestner 617-472-7707 davec@puritanpress.com 603-889-4500 ekaestner@uni-graphic.com 10003701 781-231-7200 Category 2 - Short to Medium Run (10,000 or less) Supplier Name SAP SRM # Sales Representative Contact Information Fowler Printing 10003699 dan@fowlerprinting.com Dan Sly 800-649-1144 anna@phmurphyandcompany.com Murphy & Company 10003719 Anna M. Murphy Puritan Press, Inc. 10000859 Dave Cady Uni-Graphic Eddie Kaestner 617-472-7707 davec@puritanpress.com 603-889-4500 ekaestner@uni-graphic.com 10003701 781-231-7200 Category 3 - Medium to Long Run (30,000 or less) BU Procure-to-Pay Guide 98 Procure-to-Pay Supplier Name SAP SRM # Sales Representative Contact Information wwinship@kirkwoodprinting.com Kirkwood Printing 10003703 Will Winship Universal 10003704 Steve Rosadini W.E. Andrews 10003705 Tom Keaveney 978-658-6521 x232 info@umink.net 774-287-1420 Tom.Keaveney@rrd.com 781-280-3182 Category 4 - Long Run (20,000 or over) Supplier Name SAP SRM # Sales Representative Contact Information wwinship@kirkwoodprinting.com Kirkwood Printing 10003703 Will Winship Universal 10003704 Steve Rosadini W.E. Andrews 10003705 Tom Keaveney 978-658-6521 x232 info@umink.net 774-287-1420 Tom.Keaveney@rrd.com 781-280-3182 High End 4 Color Digital Printing Supplier Name SAP SRM # Sales Representative Contact Information BFSDaniels 10001494 mclark@bfsdaniels.com Mike Clark 617-267-8899 x247 anna@phmurphyandcompany.com Murphy & Company 10003719 Anna M. Murphy 617-472-7707 davec@puritanpress.com Puritan Press, Inc. 10000859 Dave Cady Uni-Graphic 10003701 Eddie Kaestner Universal 10003704 Steve Rosadini 603-889-4500 ekaestner@uni-graphic.com 781-231-7200 info@umink.net 774-287-1420 Large Format Print Jobs Supplier Name SAP SRM # Sales Representative Contact Information BFSDaniels 10001494 mclark@bfsdaniels.com Mike Clark 617-267-8899 x247 pwilson@makepeace.com B.L. Makepeace, Inc. 10003706 Peter Wilson 617-779-2370 BU Procure-to-Pay Guide 99 Procure-to-Pay . ekaestner@uni-graphic.com Uni-Graphic 10003701 Eddie Kaestner 781-231-7200 Envelopes Supplier Name SAP SRM # Sales Representative Contact Information service@belmontprinting.com Belmont Printing 10003697 Bill Johnston Elite Envelope John Allen 617-484-0833 john@eliteenvelope.com 10005246 781-961-1800 Die Cutting Supplier Name SAP SRM # Sales Representative Contact Information coneil@artcraft.com ArtCraft 10003709 Christine O’Neil 508-316-7913 Print Brokers Supplier Name SAP SRM # Sales Representative Contact Information Atlas Press, Inc. 10001912 allan@atlaspressinc.com Allan Salzman 508-668-3383 dgrossman@grossmanmarketing.com Grossman Marketing Group 10000787 David Grossman 800-368-1368 Contract and Pricing Information • Competitive prices. • Low cost on many major brands of paper. • Shopper must request a quote from the vendor. Program Advantages • Vendors are prescreened for quality, service and price. • Vendors are familiar with Boston University’s Identity (brand) Standards. How to Order To order, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Rosalind D'Amico BU Procure-to-Pay Guide 100 Procure-to-Pay Issue Date 10/4/2012 BU Procure-to-Pay Guide 101 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Buy Services > Travel Services Travel Services Products and Services Overview When a University unit wishes to book business travel, they can self-book online via Concur, BU’s online booking tool. Boston University will pre-pay airline tickets when an Internal Service Request is created in SAP. Booking travel through the BU Travel Portal is cost-effective, as there is no transaction fee for booking online. To book University travel via an agent, please call BCD at (617) 353-1700, toll free at (866) 535-3238 or international collect at (847) 627-3171 (VIT Code: 3XSC). Please note that a BCD agent will not book an airline ticket on your behalf without a BU Diner’s Club credit card number, personal credit card number, or ISR number. The PCard is not an allowable payment method for travel arrangements. Please refer to the Boston University Travel Guidelines, which include information on Travel Reimbursement Forms, Mileage and Per Diem Reimbursement Rates, Diners Club Travel Card Applications, Up-to-date Travel Industry News, and a CO2 Calculator to see what your carbon footprint will be on your next trip. Supplier Contacts The University has a number of preferred travel vendors with negotiated rates and contracts. Please contact a BCD agent at (617) 353-1700 or bu@bcdtravel.com to determine the vendor best suited for your needs. Contract and Pricing Information The University has negotiated rates with a number of hotels, car rentals, and airlines. Please contact a BCD agent at (617) 353-1700 or bu@bcdtravel.com for the most up-to-date discounts.. Program Advantages By booking University travel through BCD or on SAP, you’re guaranteed to receive the lowest negotiated rates. All spend related to travel that is captured in the system gives BU buying power when negotiating further discounts in the future. How to Order To order, go to the BUworks Central portal and create a shopping cart with a limit item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. Responsible Buyer Toni Mount Issue Date 4/16/2012 BU Procure-to-Pay Guide 102 Procure-to-Pay Home > Procure-to-Pay > How to Make Payments How to Make Payments Invoice Payments - Explains the payment process when using purchase orders and invoices as well as roles and responsibilities. Purchasing Card - Explains the payment process when ordering products using a Pcard. BU Procure-to-Pay Guide 103 Procure-to-Pay . Print Page Home > Procure-to-Pay > How to Make Payments > Invoice Payments Invoice Payments Purpose Used for making payments that were purchased using a purchase order. Scope Items purchased on a purchase order can include: materials, services, or equipment. Responsibility Accounts payable is responsible for receiving and entering invoices as well as making payment on those invoices. Anyone in receipt of an invoice is responsible for emailing it to invoices@bu.edu as soon as it is received. Failure to forward the invoice promptly could result in late payment or missed discounts. Procedure As specifically stated on the purchase order, all invoices should be either mailed to: Boston University Accounts Payable 25 Buick Street Boston, MA 02215 or emailed to invoices@bu.edu. Helpful Hints If you are receiving invoices, contact the supplier and instruct them to send the invoices directly to the Accounts Payable department. Issue Date 9/19/2012 BU Procure-to-Pay Guide 104 Procure-to-Pay Print Page Home > Procure-to-Pay > How to Make Payments > Purchasing Card Purchasing Card Purpose The use of the PCard for employee local travel expenses, such as restaurant meals, and local hotel stays, is prohibited on the PCard. While local transportation expenses are allowed for employees other than the PCard holder (for example, the purchase of Charlie Cards or truck rentals for use on University Business) local transportation expenses for the PCard holder are not allowed. Because of the special sensitivity of these kinds of transactions, the requirement for detailed documentation, and the potential for abuse, these transactions must be reimbursed through a reimbursement or travel expense form. Airfare - BU Travelers Use of PCard for employee airfare travel payment is strictly prohibited. The Diners Club Corporate Card or a personal card must be used to purchase air travel for BU employees. Airfare - Guests On occasions where the University wishes to provide airfare for a guest or visitor to our campuses, the PCard should be used to purchase the flight. Auto Rental - Local When an automobile is needed for the PCard holder on or around campus, the PCard should be used. Local travel expenses may be reimbursed with the PCard for guests, students, and employees other than the PCard holder. Auto Rental - While Traveling Use of PCard for employee auto rentals while traveling is strictly prohibited. When University employees are traveling and need to rent an automobile, the Diners Club Corporate Card or a personal card should be used. Conference Registration Fees Before traveling to a conference (local or remote), any applicable registration fees should be purchased using the PCard. Hotel Reservations - BU Employees Use of PCard for employee travel payment is strictly prohibited. Lodging for traveling University employees should always be purchased with either the Diners Club Corporate Card or a personal card. Hotel Reservations - Local (Guests) Local hotels are used to lodge business guests and visitors of the University. The hotels should be selected from the list of preferred establishments within the Boston area. The PCard should be used to book local hotels for business guests and visitors of the University. Meals - Local Business Meetings The PCard may be used to purchase food and beverages for on- campus business meetings. The PCard may not be used to pay for off campus business meals. Meals - Traveling BU Employees Use of PCard for employee or non-employee meals & entertainment related to travel is strictly prohibited. When University employees are required to travel (days trips or overnight trips), food and beverages for the employee and their business guest(s) should be purchased with the Diners Club Corporate Card or a personal card. Meetings Expense - Local The PCard should be used for catering and/or other expenses needed for meetings held at Boston University. Parking on or Near Campus Local parking expenses may be charged to the PCard for students, guests, and employees other than the PCard BU Procure-to-Pay Guide 105 Procure-to-Pay . holder. Parking While Traveling Use of PCard for employee parking while traveling is strictly prohibited. While traveling, all parking expenses should be paid for with either the Diners Club Corporate Card or a personal card. Taxi Service - Local Taxis or other livery services at or near Boston University can be purchased with the PCard for students, guests, and employees other than the PCard holder Taxi Service - While Traveling Use of PCard for taxi service while traveling is strictly prohibited. When traveling, BU employees should use the Diners Club Corporate Card or a personal card to pay for taxis and any other form of transportation. Tax Exemption With the exception of prepared meals and temporary lodging, purchases made on behalf of the University are not taxable. Vendors need to be informed of this fact and provided with the University's tax-exempt ID number, which is printed on the face and back of the PCard. Vendors may also request copies of the Massachusetts ST-2 and ST-5 tax exemption forms, which are available from the Comptroller's web site. If tax is charged, cardholders should seek a credit from the vendor. Any questions about the taxability of a purchase should be referred to the Comptroller's Office at (617) 353-6599 or (617) 353-3529. *Required reading for all cardholders and administrators. Scope Each cardholder has a specific transaction amount and monthly credit limits. With very few exceptions, the limit per transaction is $1,000 and the limit for monthly expenditures is $10,000. The monthly limit may be adjusted by the PCard Program Administrator with the approval of department and unit fiscal managers. Asking a vendor to split the purchase of an item into separate transactions (or on multiple days) in order to keep the purchase under the cardholders' single purchase limit is strictly prohibited. Responsibility All purchases must be for University business purposes only. Personal use is strictly prohibited. Any violation of this policy will result in disciplinary action, beginning with revocation of card privileges. Only the approved cardholder is authorized to use the card and must maintain confidentiality of his or her account information. Sharing the card number only increases the risk of fraud. The PCard is NOT to be used for business travel expenses or non-local meeting expense. The Travel Office issues separate cards for such expenses: please visit www.bu.edu/travel. Procedure Typical PCard Purchases Advertising - Employment/Newspaper Materials and supply items from preferred suppliers Office and laboratory supplies Books and subscriptions (including magazines, research and on-line services) Express mail shipping charges, couriers and postal meters Education and training/seminars Dues and memberships (i.e., business related associations, etc.) Conference fees/registration BU Procure-to-Pay Guide 106 Procure-to-Pay Bottled water Freight fees (including duties, taxes and applicable customers brokerage fees) Photocopy expenses *****The PCard can be used to pay for restaurant costs for BU events where the majority of the attendees are students, prospective students, alumni, prospective donors or other non BU employees***** Excluded Commodities Radioactive substances Controlled substances Furniture, drapes, and carpeting Equipment leases Travel expenses Service/maintenance contracts Legal fees Mortgages, rents, and real estate taxes Employee relocation services Translations, interpreting and language study Donations to charitable organizations Gift Cards – (The PCard should not be used to purchase gift cards. In certain unusual and extenuating circumstances, gift cards may be purchased using the PCard with prior written approval from the Comptroller) Issue Date 9/19/2012 BU Procure-to-Pay Guide 107 PCard . PCard How to Log on to CAR - The link and steps to log into the CAR reconciliation system. Cardholder - How to Update Transactions - Update descriptions, reallocate charges, and upload receipts. Approver - How to Approve Transactions - Approve cardholder transactions. If you're unable to find what you're looking for in this help system, try these alternative resources: Sourcing & Procurement BUworks Glossary Email: Ike Babbitt BU Procure-to-Pay Guide 108 PCard Print Page Home > PCard > How to Log on to CAR How to Log on to CAR Procurement Card (PCard) holders and approvers can log into the Corporate Account Reconciliation (CAR) tool to update transactions as well as approve orders. Follow the steps below to access CAR. INSTRUCTIONS 1. Click here to access CAR. 2. Enter your User ID and password and click Log In. 3. The two windows below will launch to begin your session. 4. Once the screen below appears, you are successfully logged into CAR. BU Procure-to-Pay Guide 109 PCard . See also Cardholder - How to Update Transactions Approver - How to Approve Transactions BU Procure-to-Pay Guide 110 PCard Print Page Home > PCard > Cardholder - How to Update Transactions Cardholder - How to Update Transactions Once logged into CAR, cardholders can reallocate charges, update descriptions, and upload receipts. Follow the steps below to fully reconcile charges. The steps below will need to be followed for each transaction to be reconciled. Remember to save receipts in a local folder prior to beginning the reconciliation process. INSTRUCTIONS 1. CAR automatically defaults to the current cycle. To select past cycles, click on the desired cycle in the highlighted box. 2. To edit transaction details, click on the Card Data tab. BU Procure-to-Pay Guide 111 PCard . 3. To reallocate a charge, click on the line that needs to be reallocated, and then press Reallocate. 4. Enter the Cost Center/Cost Object/IO#, GL Code, Department Name, and Shopping Cart (if applicable). Click BU Procure-to-Pay Guide 112 PCard Update to reallocate the charges. 5. Enter the Description of the purchase. Press Submit to complete the reconciliation. 6. To upload a receipt, save the receipt on your desktop or a local folder. From the Card Data tab, click on the transaction to select it. Click the Attach button. BU Procure-to-Pay Guide 113 PCard . 7. Click Browse to select the file from your desktop or local folder. 8. Select the file and click Attach. BU Procure-to-Pay Guide 114 PCard 9. Click OK to attach the file to the transaction. SUMMARY The steps above need to be completed for each PCard transaction to complete the reconciliation process. See also How to Log on to CAR Approver - How to Approve Transactions BU Procure-to-Pay Guide 115 PCard . Print Page Home > PCard > Approver - How to Approve Transactions Approver - How to Approve Transactions Once logged into CAR, approvers can approve transactions as well as reallocate funds, if necessary. Follow the steps below to approve transactions. The steps below will need to be followed for each transaction to be approved. INSTRUCTIONS 1. Click on the Card Data tab, select a transaction, and review the transaction detail. 2. Click the Receipts tab to view receipts uploaded by the cardholder. Click on the thumbnail of the receipt to open an enlarged version in a new window. BU Procure-to-Pay Guide 116 PCard 3. To approve the transaction, click on Transaction Detail and then Mgr Approved. BU Procure-to-Pay Guide 117 PCard . Hint: To approve multiple transactions as once, hold the control key and select all of the transactions that you would like to approve before hitting the Mgr Approved button. See also How to Log on to CAR Cardholder - How to Update Transactions BU Procure-to-Pay Guide 118 BUworks Central BUworks Central Shopping Cart - Create and manage shopping carts as well as the approval process. Reporting - Run and save different reports that are available through the Business Warehouse (BW). FAQ - Frequently asked questions about shopping carts. If you're unable to find what you're looking for in this help system, try these alternative resources: Sourcing & Procurement BUworks Central Video BUworks Glossary Email: Ike Babbitt BU Procure-to-Pay Guide 119 BUworks Central . Home > BUworks Central > Shopping Cart Shopping Cart Procurement Settings - Configure the system defaults for your future shopping carts. Shopping Cart Creation - Discover different types of shopping carts and their intended usage. Approval Process - Understand the approval process for shopping carts and purchase orders. Shopping Cart Training Slide Deck Ordering Goods and Services Video BU Procure-to-Pay Guide 120 BUworks Central Home > BUworks Central > Shopping Cart > Procurement Settings Procurement Settings Personalization - User settings that are applied to shopping carts. Buy on Behalf - Settings that allow one shopper to order a shopping cart for another shopper. Substitution - Worklist settings that allows other users to access work items. Default Settings - Set Values - Shopping cart setting that applies various attributes to an entire shopping cart. BU Procure-to-Pay Guide 121 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Personalization Personalization Shoppers have the ability to set personalization in BUworks Central for multiple attributes. For shopping, focus on setting a cost center, delivery address, and product category. The personalization set will be the default settings for every shopping cart created after the settings are saved. The default settings can be overwritten for shopping carts that require different attributes. ADVANTAGES Quickly order catalog and non-catalog items Create shopping carts without entering the same information multiple times INSTRUCTIONS 1. From the BUworks Central homepage, click on Procurement and Personalization. 2. Click Edit and choose the Attribute Delivery Address*. 3. Click Add Line. BU Procure-to-Pay Guide 122 BUworks Central 4. Select the Standard radio button, find your address value by searching here, type or paste the value into the Value field, and click Save. Note: The C/O, floor, and room fields are not saved using personalization. Remember to populate those fields when creating new shopping carts. 5. Click Edit. 6. In Attribute, select Cost Center, PERCLNT500*, and click Add Line. BU Procure-to-Pay Guide 123 BUworks Central . 7. Select the radio button in the Standard field and enter your cost center in the Value field. 8. Click Save to save the changes made to your Cost Center personalization. 9. Click Edit and choose the Attribute Product Category. BU Procure-to-Pay Guide 124 BUworks Central 10. Click Add Line and then click on the search in the From Product Category field. 11. Type in the description of the items most frequently purchased, encased in ** (e.g. *lab* shown below), and click Start Search. Click on the description of the product category that you would like to use. 12. Click on the radio button in the Standard field and click Save. BU Procure-to-Pay Guide 125 BUworks Central . SUMMARY Personalization has now been set for shopping carts. The settings will automatically populate when line items are added to a shopping cart. If you need to make changes, you can override the settings when creating a new shopping cart by following the Default Settings: Set Values procedure. See also Buy on Behalf Substitution Default Settings - Set Values Team Purchasing BU Procure-to-Pay Guide 126 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Buy on Behalf Buy on Behalf Shoppers can choose to buy on behalf of someone else. This allows other users to see shopping carts bought on their behalf. This value needs to be set individually for every shopping cart. When searching for a shopping cart bought on your behalf, you will need to select an additional setting described in the last section of this instruction. ADVANTAGES Increased transparency between the shopper and the user that had items bought on their behalf Increased transparency between two different shoppers in the same department SHOPPING CART INSTRUCTIONS 1. Click on Procurement, Place and Manage Orders, and Shopping Cart. 2. Click on the search box next in the Buy on Behalf Of field. Type the name of the desired person encased in ** (e.g. *David* and *Wong* shown below) and click Start Search. Click on the person’s name. Note: Both the first and last name are not always needed. BU Procure-to-Pay Guide 127 BUworks Central . 3. Complete the rest of the shopping cart and click Order. Refer to the instructions in the Shopping Cart Creation section for additional help. SEARCH INSTRUCTIONS FOR SHOPPING CARTS BOUGHT ON BEHALF OF ANOTHER USER 1. Click on Procurement, Place and Manage Orders, and All. BU Procure-to-Pay Guide 128 BUworks Central 2. Click on the radio button next to Bought on Behalf of and click Apply. 3. View the shopping carts that were Bought on Behalf Of. BU Procure-to-Pay Guide 129 BUworks Central . SUMMARY Using the Buy on Behalf Of function is an easy way to increase shopping cart visibility for two users. Remember to change the search settings when searching for shopping carts that were not ordered using the bought on behalf functionality. See also Personalization Substitution Default Settings - Set Values Team Purchasing BU Procure-to-Pay Guide 130 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Substitution Substitution Shoppers and Approvers can set substitution rules in BUworks Central to assign their tasks to someone else while out of the office. Substitutions can be set ahead of time and have scheduled start dates. ADVANTAGES Allow another user to manage your tasks while out of the office Create a start date or always leave the substitution rule on Increase transparency between yourself and others that you share work or tasks with INSTRUCTIONS 1. Click Worklist and then Manager Substitution. 2. Click Create Rule. BU Procure-to-Pay Guide 131 BUworks Central . 3. Click Select next to the Nominee field. 4. Type in the desired person’s name, click Search, select the person, and click Apply. 5. Select what role the nominee will fill and click Next. BU Procure-to-Pay Guide 132 BUworks Central 6. Choose when the rule will be enabled and click Save. 7. When you return to work, the substitution can be turned off. 8. You can choose to delete the rule or leave it to be turned on during future absences. BU Procure-to-Pay Guide 133 BUworks Central . SUMMARY Substitutions can be used to start on a certain date or left on. Remember to choose a substitution that you are comfortable performing your work while out of the office. See also Personalization Buy on Behalf Default Settings - Set Values Team Purchasing BU Procure-to-Pay Guide 134 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Default Settings - Set Values Default Settings - Set Values Shoppers can set certain values to default for every line that is added after the default settings have been established. To make sure that every line has the correct values, utilize the default settings feature before adding any items to a shopping cart. ADVANTAGES Reduce typing and potential errors with shopping carts If your personalization has been set up, only step 5 needs to be completed. INSTRUCTIONS 1. Click on Set Values. 2. Click on Account Assignment and enter your Assign Number. 3. Click Internal Note if you need to add a comment regarding this shopping cart. This will only be visible by internal Boston University users. Click on Delivery Address / Performance Location. Note: The information in Internal Note does not get printed on the purchase order, therefore the supplier will not see it. BU Procure-to-Pay Guide 135 BUworks Central . 4. Click on the search in the Name field. Type your address, encased in **(e.g. *72* shown below), and click Start Search. Click on your ship to address. Note: If the dialog box does not close, highlight the line and click OK. 5. Type the remaining delivery address information and click OK. Note: Do not type over Boston University in the Name field. BU Procure-to-Pay Guide 136 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Team Purchasing Team Purchasing Team purchasing allows increased visibility within units or departments. The steps below describe how to: Set up teams Use the functionality in a shopping cart Searching for team carts Searching by PO Number This functionality is intended for intermediate to advanced users and is designed for departments that have central administration or a few members that share a similar role. BU Procure-to-Pay Guide 137 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Team Purchasing > How to Set Up Teams How to Set Up Teams Teams need to be set up by each individual user that will participate, or view team shopping carts. The steps below describe how to give someone else access to shopping carts that you set as “team carts”. These steps will need to be completed by each member in the team. ADVANTAGES Allow other shoppers to see shopping carts created for the team INSTRUCTIONS 1. From the BUworks Central homepage, click on Procurement and Personalization. 2. Click on User Account. 3. Click Edit to make changes. BU Procure-to-Pay Guide 138 BUworks Central 4. To add someone as a substitute for yourself, click Add Line. 5. 5. In the Name of Substitute box, type in the substitutes User ID (root of their email address). Pick a start and end date for the substitute. It is recommended that a date is picked at least one year in the future. Click Save. BU Procure-to-Pay Guide 139 BUworks Central . Multiple entries can be added to your “Team” to have your team carts visible to them. If someone else has you set as a substitute, it will appear in the field below. To make shopping carts visible to your team, follow the instructions below when creating the shopping cart. BU Procure-to-Pay Guide 140 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Team Purchasing > Shopping Cart Setting Shopping Cart Setting Follow the steps below to make shopping carts available to be viewed by your team members. If this step is not followed, the shopping cart will not be available to your team members. INSTRUCTIONS 1. Click on Procurement and then Place and Manage Orders. Click on Shopping Cart. 2. With a shopping cart open, select the Team Shopping Cart button. With this option selected, this shopping cart will be available to all users that were added to the team. Continue shopping cart creation as normal to submit your order. Once the shopping cart has been ordered, it will be viewable by your team, but your team will not be able to make edits to the shopping cart. BU Procure-to-Pay Guide 141 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Team Purchasing > Searching for Team Carts Searching for Team Carts Section 1: Searching for Your Team’s Carts Follow the steps below to search for shopping carts that are created by your team. If the shopping cart has already been ordered, you will be able to view the shopping cart, but not make edits. If the shopping cart is saved, there will be an option to “Take Over”, which will let you take control, edit, and submit the shopping cart. The “Take Over” option should not be used if you are the approver for that shopping cart since shoppers cannot approve their own shopping carts. INSTRUCTIONS 1. Click on Procurement and then Team Carts. If Team Carts is available, continue to step 4, if not, continue to step 2. 2. If you do not have the Active Queries for Team Carts, click on Personalize. 3. Highlight Team Carts and click Add to make Team Carts Available in Active Queries. Click Apply. BU Procure-to-Pay Guide 142 BUworks Central 4. This will display a list of shopping carts that you are a substitute for. In other words, any shopping cart that was created by using the steps in section 2, and are visible in Section1 step 3 under Persons I Represent as Substitute. 5. To filter your results, click on Filter. 6. A blank row will appear in the first row. Enter your search criteria in that row. Remember to encase the search term in ** and press Enter on your keyboard once the criteria has been completed. BU Procure-to-Pay Guide 143 BUworks Central . Section 2: Searching for Your Team Shopping Carts Follow the step below to search for shopping carts that you have created for the team. Shopping carts created by others shoppers in your team will not be visible in this search. INSTRUCTIONS 1. Click on All, open the Quick Criteria Maintenance, pick a timeframe, check off Show my Team Carts and hit apply. BU Procure-to-Pay Guide 144 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Procurement Settings > Team Purchasing > Searching by PO Number Searching by PO Number Shoppers can search for team member's shopping carts by PO number. To search by PO number, follow the instructions below. INSTRUCTIONS 1. Click on Procurement and then Advanced Search. 2. Select Shopping Cart under Search For, select the button for Show Only Team Shopping Carts, select the Belonging to Team Member, populate the Purchase Order Number, and then click Search. The corresponding shopping cart will appear in the search results at the bottom of the screen. BU Procure-to-Pay Guide 145 BUworks Central . BU Procure-to-Pay Guide 146 BUworks Central Home > BUworks Central > Shopping Cart > Shopping Cart Creation Shopping Cart Creation With Free Description - Registered Supplier - An item type that is used when purchasing from a supplier that has already registered to do business with Boston University. With Free Description - New Supplier - An item type that is used when purchasing from a supplier that has not registered with Boston University, but you plan on purchasing from in the future. With Free Description - Unknown Supplier - An item type that is used when you know what items(s) you would like to purchase, but don't know the supplier. Terrier Marketplace - An item type that is used when purchasing from suppliers that have a catalog hosted by Boston University. Limit Order - An item type that is used when purchasing supplies or services of a variable cost. Suppliers Registered with Boston University - Explore different ways to identify whether your supplier has previously registered with BU. Split Cost Distribution - Split account assignments in a whole shopping cart or per line by percentage, value, or quantity. Adding Attachments - Shoppers can add attachments to shopping carts for quotes, bid documentation, and other information about the order. Adding an Approver - Shoppers can include additional approvers in the workflow. BU Procure-to-Pay Guide 147 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > With Free Description - Registered Supplier With Free Description - Registered Supplier Shoppers can create shopping carts where they can type the description of the product that they want to buy. This is called "free description". Free description shopping carts are intended for orders that cannot be completed through catalogs. Shoppers type the description of their need and provide a supplier that they would like to use in the internal note. Shopping carts that have items with free description that are over $5k need to have a quote attached. Shopping carts that have items with free description that are over $25k need to include a sole source justification or competitive bids. For the most up-to-date policies, review http://www.bu.edu/sourcing/policies/. ADVANTAGES Provides shoppers flexibility that allows them to type anything that is not found on catalogs INSTRUCTIONS 1. Click on Procurement, Place and Manage Orders, and Shopping Cart. 2. Click on Set Values and open the search in the product category field. Describe the item that you want to purchase, encased in ** (e.g. *lab* shown below), and click Start Search. Note: Setting the values for product category will default for every line added to the shopping cart. Update the product category for each line as needed. BU Procure-to-Pay Guide 148 BUworks Central 3. Click on the name of the product category that best fits your item. Note: If the dialog box does not close, highlight the line and click OK. 4. Click on Account Assignment and enter your Assign Number. 5. Click Internal Note if you need to add a comment regarding this shopping cart. This will only be visible by internal Boston University users. Click on Delivery Address / Performance Location. Note: The information in Internal Note does not get printed on the purchase order, therefore the supplier will not see it. BU Procure-to-Pay Guide 149 BUworks Central . 6. Click on the search in the Name field. Type your address, encased in **(e.g. *72* shown below), and click Start Search. Click on your ship to address. Note: If the dialog box does not close, highlight the line and click OK. 7. Type the remaining delivery address information and click OK. Note: Do not type over Boston University in the Name field. 8. Click Add Item and then With Free Description. BU Procure-to-Pay Guide 150 BUworks Central 9. Type the Description, Quantity, Unit, Price, and Delivery Date and then click Add to Item Overview. 10. Click on None in the Supplier Field. 11. Click on the search box in the Supplier field. Type the name of the supplier, encased in ** (e.g. *LEICA* shown below), in the Name 1/last name field and then click on the name of the supplier. Note: If the dialog box does not close, highlight the line and click OK. BU Procure-to-Pay Guide 151 BUworks Central . 12. Click Assign Supplier then Check. 13. Click on Details to review the information in the Item Data tab. 14. Review all of the highlighted tabs to make sure that the information in the Shopping Cart is correct. BU Procure-to-Pay Guide 152 BUworks Central 15. If the Shopping Cart has no errors, click Order. SUMMARY Shoppers can submit shopping carts to suppliers that have not been set up with a catalog. Always remember to assign the supplier and reference the supplier in the internal or approval note. See also With Free Description - New Supplier With Free Description - Unknown Supplier Terrier Marketplace Limit Order Suppliers Registered with Boston University Split Cost Distribution Adding Attachments Adding an Approver BU Procure-to-Pay Guide 153 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > With Free Description - New Supplier With Free Description - New Supplier Shoppers can create shopping carts where they can type the description of the product that they want to buy. This is called "free description". Free description shopping carts are intended for orders that cannot be completed through catalogs. If the supplier is not already registered with Boston University, the shopper will need to provide enough detail for the buyer to identify and register the supplier and/or procure the items. Shopping carts that have items with free description that are over $5k need to have a quote attached. Shopping carts that have items with free description that are over $25k need to include a sole source justification or competitive bids. For the most upto-date policies, review Sourcing & Procurement Policies Page. If you would like to have the supplier register prior to submitting the Shopping Cart, have them visit the supplier page on our website. If you have any questions about the supplier registration process, contact supplier@bu.edu or 617-353-8847. ADVANTAGES Shoppers can submit orders with companies that have not been previously registered with Boston University Request that a supplier is added to SAP if the shopper plans to use that supplier in the future INSTRUCTIONS 1. Review the BU Suppliers page to see if the supplier has registered. If the supplier has not registered with Boston University, follow the instructions below. If the supplier has registered with Boston University, follow the instructions in the With Free Description section. 2. Click on Procurement, Place and Manage Orders, and Shopping Cart. 3. Click on Set Values and open the search in the product category field. Describe the item that you want to purchase, encased in ** (e.g. *lab* shown below), and click Start Search. Note: Setting the values for product category will default for every line added to the shopping cart. Update the product category for each line as needed. BU Procure-to-Pay Guide 154 BUworks Central 4. Click on the name of the product category that best fits your item. Note: If the dialog box does not close, highlight the line and click OK. 5. Click on Account Assignment and enter your Assign Number. Note: If you need to split your cost distribution, please see the work instruction called Split Cost Distribution. 6. Click Internal Note if you need to add a comment regarding this shopping cart. Include any supplier information is available in this field. This will only be visible by internal Boston University users. Click on Delivery Address / Performance Location. Note: The information in Internal Note does not get printed on the purchase order, therefore the supplier will not see it. BU Procure-to-Pay Guide 155 BUworks Central . 7. Click on the search in the Name field. Type your address, encased in **(e.g. *72* shown below), and click Start Search. Click on your ship to address. Note: If the dialog box does not close, highlight the line and click OK. 8. Type the remaining delivery address information and click OK. Note: Do not type over Boston University in the Name field. 9. Click Add Item and then With Free Description. BU Procure-to-Pay Guide 156 BUworks Central 10. Type the description, quantity, unit, price, and delivery date and then click Add to Item Overview. 11. Click Check. If the shopping cart has no errors, click Order. SUMMARY Once the shopping cart has been ordered, it will be submitted to a Sourcing & Procurement buyer if the order is over $5k. If the order is under $5k, the order will go through the normal approval process. Once it is approved, the item status will change to “In Purchaser’s Worklist” which means that it is in the buyer’s queue waiting for a purchase order to be created. Once the supplier has registered with Boston University, the buyer will be able to create a purchase order from the approved shopping cart. See also With Free Description - Registered Supplier BU Procure-to-Pay Guide 157 BUworks Central . With Free Description - Registered Supplier With Free Description - Unknown Supplier Terrier Marketplace Limit Order Suppliers Registered with Boston University Split Cost Distribution Adding Attachments Adding an Approver BU Procure-to-Pay Guide 158 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > With Free Description - Unknown Supplier With Free Description - Unknown Supplier Shoppers can create shopping carts where they can type the description of the product that they want to buy. This is called "free description". Free description shopping carts are intended for orders that cannot be completed through catalogs. Shoppers type the description of their need and provide a supplier that they would like to use. If the supplier has not been previously established, the shopper can create a shopping cart with a description of need and any other relevant details. ADVANTAGES Shoppers can let specialized buyers help them make decisions about where to procure certain items to maximize quality and minimize price INSTRUCTIONS 1. Click on Procurement, Place and Manage Orders, and Shopping Cart. 2. Click on Set Values and open the search in the product category field. Describe the item that you want to purchase, encased in ** (e.g. *lab* shown below), and click Start Search. Note: Setting the values for product category will default for every line added to the shopping cart. Update the product category for each line as needed. BU Procure-to-Pay Guide 159 BUworks Central . 3. Click on the name of the product category that best fits your item. Note: If the dialog box does not close, highlight the line and click OK. 4. Click on Account Assignment and enter your Assign Number. 5. Click Internal Note if you need to add a comment regarding this shopping cart. This will only be visible by internal Boston University users. Click on Delivery Address / Performance Location. Note: The information in Internal Note does not get printed on the purchase order, therefore the supplier will not see it. BU Procure-to-Pay Guide 160 BUworks Central 6. Click on the search in the Name field. Type your address, encased in **(e.g. *72* shown below), and click Start Search. Click on your ship to address. Note: If the dialog box does not close, highlight the line and click OK. 7. Type the remaining delivery address information and click OK. Note: Do not type over Boston University in the Name field. 8. Click Add Item and then With Free Description. BU Procure-to-Pay Guide 161 BUworks Central . 9. Type the description, quantity, unit, price, and delivery date and then click Add to Item Overview. 10. Click Check. If the shopping cart has no errors, click Order. SUMMARY A shopping cart has been submitted without a supplier into BUworks Central. A buyer will contact you to gather more information or to present possible options. See also With Free Description - Registered Supplier With Free Description - New Supplier Terrier Marketplace BU Procure-to-Pay Guide 162 BUworks Central Limit Order Suppliers Registered with Boston University Split Cost Distribution Adding Attachments Adding an Approver BU Procure-to-Pay Guide 163 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Terrier Marketplace Terrier Marketplace Shoppers can create shopping carts that have items from catalogs that are hosted in the Terrier Marketplace. Items in the Terrier Marketplace have pre-negotiated pricing and do not require quotes or the approval from a Sourcing & Procurement buyer. In the Terrier Marketplace, shoppers can compare products as well as search and filter their searches for specific products. The example below describes a basic search to find a product. To learn more about the features available through the Terrier Marketplace, view the pages inside this folder. ADVANTAGES Shoppers can quickly order items from suppliers that have been set up with a catalog Negotiated pricing without requesting a quote Reduce typing and data entry Minimize price discrepancies and invoice issues Shows product availability Includes detailed product specifications INSTRUCTIONS 1. Click on Procurement, Place and Manage Orders, and Shopping Cart. 2. Click on Set Values. BU Procure-to-Pay Guide 164 BUworks Central 3. Click on Account Assignment and enter your Assign Number. 4. Click Internal Note if you need to add a comment regarding this shopping cart. This will only be visible by internal Boston University users. Click on Delivery Address / Performance Location. Note: The information in Internal Note does not get printed on the purchase order, therefore the supplier will not see it. 5. Click on the search in the Name field. Type your address, encased in **(e.g. *72* shown below), and click Start Search. Click on your ship to address. Note: If the dialog box does not close, highlight the line and click OK. BU Procure-to-Pay Guide 165 BUworks Central . 6. Type the remaining delivery address information and click OK. Note: Do not type over Boston University in the Name field. 7. Click Add Item and then Terrier Marketplace. 8. Type the desired product into the Search field. Click the search button or hit enter on your keyboard. BU Procure-to-Pay Guide 166 BUworks Central 9. Select the item to purchase and click Add to Cart. 10. Click Review Cart to review your items. BU Procure-to-Pay Guide 167 BUworks Central . 11. Click Checkout to bring the items from the Terrier Marketplace back to your shopping cart. 12. Click Check. If the shopping cart has no errors, click Order. BU Procure-to-Pay Guide 168 BUworks Central SUMMARY Shoppers can use the Terrier Marketplace to shop for discounted items without obtaining a quote. Shopping carts that order using the Terrier Marketplace do not require the approval of a Sourcing & Procurement buyer because the pricing has been pre-negotiated. See also With Free Description - Registered Supplier With Free Description - New Supplier With Free Description - Unknown Supplier Limit Order Suppliers Registered with Boston University Split Cost Distribution Adding Attachments Adding an Approver BU Procure-to-Pay Guide 169 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Terrier Marketplace > Punch Out Catalog Punch Out Catalog Shoppers can use a punch out catalog when shopping in the Terrier Marketplace to find additional products. Products that are in punch out catalogs are not visible when searching through the Terrier Marketplace. All punch out catalogs have slight variations, but operate similar to the example shown below. INSTRUCTIONS 1. Follow the instructions in the Terrier Marketplace to step 8 and click on shop by Supplier and then View All Suppliers. 2. Choose the supplier that you would like to use and click on the supplier name. In this case, Fisher Scientific. Note: All suppliers that are enabled with a punch out catalog have the same punch out icon . 3. Click Buy from Supplier to punch out to the supplier site. BU Procure-to-Pay Guide 170 BUworks Central 4. Type in your search criteria or filter for items. 5. Select the item by clicking on the description. 6. Select the quantity and click Add to Cart. BU Procure-to-Pay Guide 171 BUworks Central . 7. Hover over the shopping cart and click Go to Shopping Cart to review your shopping cart. 8. Click Return Cart to Purchasing Application. 9. Click Submit to return the item to the Terrier Marketplace. BU Procure-to-Pay Guide 172 BUworks Central 10. Click Review Cart to review the items before returning the items to your shopping cart. 11. Click Checkout to return your items to your shopping cart. 12. Click Order to submit your shopping cart. BU Procure-to-Pay Guide 173 BUworks Central . BU Procure-to-Pay Guide 174 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Terrier Marketplace > Compare Products Compare Products Up to three products can be compared within the Terrier Marketplace. 1. Follow the instructions in the Terrier Marketplace to step 8 and then search for a product. 2. Check off each item that you would like to compare and click the Compare Items button. 3. From the Compare Items screen, you can either add the item to your shopping cart, or continue shopping. BU Procure-to-Pay Guide 175 BUworks Central . BU Procure-to-Pay Guide 176 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Terrier Marketplace > Saved Search Saved Search Searches can be saved to reduce time when performing similar searches. The instructions below provide a method to save a search and then access it at a later time. 1. Follow the instructions in the Terrier Marketplace to step 8 and then search for a product. 2. If desired, the search can be further refined. Click on the downward arrow to the right of the search box and click Save this Search. 3. Rename the search and press Save Search. 4. To access the search at a later date, click on the same drop down arrow in step 2 and click on the name of the search. BU Procure-to-Pay Guide 177 BUworks Central . BU Procure-to-Pay Guide 178 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Terrier Marketplace > Favorites Folder Favorites Folder Items can be added to the favorite items folder to quickly add them to orders. Folders can be made inside the favorite items folder to save items for specific needs. Any or all of the items in a saved folder can be added to a new shopping cart. 1. Follow the instructions in the Terrier Marketplace to step 8 and search for a product to add it to a favorite items folder. 2. Click Add to Favorites and choose Other Folders. 3. Select the folder and click Add. 4. To access the items in the future, click on the favorite items folder and choose the specific folder. BU Procure-to-Pay Guide 179 BUworks Central . 5. From the folder, you can select the desired items to add to the existing shopping cart. BU Procure-to-Pay Guide 180 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Terrier Marketplace > Shop by Category Shop by Category Shoppers have the ability to filter for products by their product category description at a high level and then further refine their search. 1. Follow the instructions in the Terrier Marketplace to step 8, hover over a high level category, and then pick the specific category that is inside that hierarchy. In this example, Lab, Research, Dental & Medical Supplies was hovered over and Medical Equipment And Accessories And Supplies was selected. 2. One further step of search refinement will need to be made to see available products. In this example, Wound Care Products was chosen. 3. Once the items are displayed, items can be added to the shopping cart, or the search can be further refined by using the filters on the left side of the screen. BU Procure-to-Pay Guide 181 BUworks Central . BU Procure-to-Pay Guide 182 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Terrier Marketplace > Shop by Supplier Shop by Supplier Shoppers have the ability to shop by supplier and sort for items from a specific supplier. This strategy for searching is advantageous because some suppliers are enabled with a punch out catalog and their items will not populate when using the search bar. 1. Follow the instructions in the Terrier Marketplace to step 8, hover over Supplier, and click View All Suppliers. 2. Select the supplier that you would like to view. Note: Suppliers enabled with a punch out catalog will have the punch out symbol name. BU Procure-to-Pay Guide 183 next to the supplier BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Limit Order Limit Order Shoppers can create purchase orders (POs) with the item type “limit” for orders of variable costs. Limit orders can be billed against multiple times without being closed out. Limit orders that are over $5k need to have a quote or price agreement attached in the notes and attachments section. Limit orders that are over $25k need to have a quote as well as a sole source justification or competitive bids. Information on justifications and bids can be found at the Sourcing & Procurement Policies Page. Limit orders cannot be used for suppliers that have catalogs enabled within BUworks. ADVANTAGES Create POs for orders where the total cost has not been established (e.g. Dry ice, paper, gas for the semester) Bill against one line on a PO for multiple items or invoices INSTRUCTIONS 1. Click on Procurement, Place and Manage Orders, and Shopping Cart. 2. Click on Set Values and open the search in the product category field. Describe the item that want to purchase, encased in ** (e.g. *lab* shown below), and click Start Search. Note: Setting the values for product category will default for every line added to the shopping cart. Update the product category for each line as needed. BU Procure-to-Pay Guide 184 BUworks Central 3. Click on the name of the product category that best fits your item. Note: If the dialog box does not close, highlight the line and click OK. 4. Click on Account Assignment and enter your Assign Number. Note: Splitting cost distribution is not currently supported for limit orders. Only one funding source may be used when creating a limit order. 5. Click Internal Note if you need to add a comment regarding this shopping cart. Note the supplier name in this field. This will only be visible by internal Boston University users. Click on Delivery Address / Performance Location. Note: The information in Internal Note does not get printed on the purchase order, therefore the supplier BU Procure-to-Pay Guide 185 BUworks Central . will not see it. 6. Click on the search in the Name field. Type your address, encased in **(e.g. *72* shown below), and click Start Search. Click on your ship to address. Note: If the dialog box does not close, highlight the line and click OK. 7. Type the remaining delivery address information and click OK. Note: Do not type over Boston University in the Name field. 8. Click Add Item and then Limit Item. BU Procure-to-Pay Guide 186 BUworks Central 9. Fill in all of the information except for Supplier and Service Agent. The required dates are the date range that the service will be provided or the goods will be delivered. The start date must be in the future. The supplier that was written in the Internal Note will be added by Sourcing & Procurement after the Shopping Cart is Approved. Click OK. 10. Click Check. If the shopping cart is free of errors, click Order. SUMMARY Once shopping carts with a limit item becomes approved, the item status will become “In Purchaser’s Worklist” and then “Followon Document Created”. When the shopping cart is “In Purchaser’s Worklist” it is waiting for a buyer to create the PO. Once the PO is created, it is sent to the supplier and the status is changed to “Followon Document Created”. The Shopper will get a notification from BUworks Central of the PO number that has been assigned to the shopping cart. Note: Information about limit order value does not get communicated to the supplier. See also BU Procure-to-Pay Guide 187 BUworks Central . With Free Description - Registered Supplier With Free Description - New Supplier With Free Description - Unknown Supplier Terrier Marketplace Suppliers Registered with Boston University Split Cost Distribution Adding Attachments Adding an Approver BU Procure-to-Pay Guide 188 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Suppliers Registered with Boston University Suppliers Registered with Boston University Shoppers can determine whether or not a supplier has registered to receive Purchase Orders from Boston University. BENEFITS Determine whether a PO can be immediately issued to a supplier. INSTRUCTIONS SOURCING & PROCUREMENT WEBSITE Click here to be directed to the Sourcing & Procurement website. On this page, you can download an Excel file containing the registered suppliers and their corresponding supplier number. The supplier list also displays shoppers by primary line of business, diversity classification, and product/services keywords. This list is updated on a weekly basis to include any additions to our supplier base. SHOPPING CART CREATION 1. Enter item data and click None in the Supplier field. 2. Click on the search box in the Supplier field. BU Procure-to-Pay Guide 189 BUworks Central . 3. Type the name of the desired supplier in the Name 1 / Last Name field encased in ** (e.g. *Island Creek* shown below) and click Start Search. Note: If your supplier is shown, continue to Step 5. Some suppliers do business under two names and must be registered in BUworks Central with both names. An example has been provided below: 4. Type the name of the desired supplier in the Name 2 / First Name field encased in ** (e.g. *Island Creek* shown below) and click Start Search. BU Procure-to-Pay Guide 190 BUworks Central 5. Click on the Name of the supplier. BU Procure-to-Pay Guide 191 BUworks Central . Note: If the dialog box does not close, highlight the line and click OK. 6. Click Assign Supplier and then Order. 7. If the desired supplier has not been found, you can search by the remaining criteria (city, street, etc.) or BU Procure-to-Pay Guide 192 BUworks Central continue to the remaining options. SOURCING & PROCUREMENT Call or email a Sourcing & Procurement representative. Visit our website to find the correct contact by commodity. See also With Free Description - Registered Supplier With Free Description - New Supplier With Free Description - Unknown Supplier Terrier Marketplace Limit Order Split Cost Distribution Adding Attachments Adding an Approver BU Procure-to-Pay Guide 193 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Split Cost Distribution Split Cost Distribution Shoppers can split the cost of each line between multiple account assignments. The cost can be split by percent, quantity, or value. The cost can be distributed for the entire cart or by each line. Account assignments can only be split on material shopping carts and cannot be done with limit items. BENEFITS Split the cost of products and services between multiple accounts for the same or multiple items INSTRUCTIONS SPLIT COST DISTRIBUTION FOR A SHOPPING CART 1. Click on Procurement, Place and Manage Orders, and Shopping Cart. 2. Click on Set Values, Account Assignment, and then Split Distribution. 3. Enter your Assign Numbers and choose the distribution percentage. BU Procure-to-Pay Guide 194 BUworks Central Note: The Account Assignment can be split by more than 2 Assign Numbers. 4. Once the remaining information has been completed in the Default Settings, click OK. SPLIT COST DISTRIBUTION FOR ONE LINE ITEM 1. Click on Procurement, Place and Manage Orders, and Shopping Cart. BU Procure-to-Pay Guide 195 BUworks Central . 2. Click Add Item and then the desired type of item that you would like to add. 3. Enter the line details and then click Add to Item Overview. BU Procure-to-Pay Guide 196 BUworks Central 4. Click Details. 5. Click Account Assignment and then Add Line. 6. Enter your Assign Numbers and choose the distribution percentage. Note: The Account Assignment can be split by more than 2 Assign Numbers. 7. Enter the remaining information and click Order. Refer to the instructions in the Shopping Cart Creation section for additional help. BU Procure-to-Pay Guide 197 BUworks Central . See also With Free Description - Registered Supplier With Free Description - New Supplier With Free Description - Unknown Supplier Terrier Marketplace Limit Order Suppliers Registered with Boston University Adding Attachments Adding an Approver BU Procure-to-Pay Guide 198 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Adding Attachments Adding Attachments Shoppers can add attachments to shopping carts for internal and external purposes. Follow the instructions below to add attachments to your shopping cart. INSTRUCTIONS 1. Follow the instructions for creating a shopping cart in the pages listed above. Once an item has been added to your shopping cart, press details to open the details for your item. 2. Click on Notes and Attachments and Add Attachment. 3. Click Browse to search your computer for the necessary file. BU Procure-to-Pay Guide 199 BUworks Central . 4. Once the file has been found, select it and press Open. 5. Name the attachment, determine whether the attachment needs to be visible internally only or external, and press OK. BU Procure-to-Pay Guide 200 BUworks Central 6. The attachment has been added to your line item. Multiple attachments can be added to a single line item if needed. See also With Free Description - Registered Supplier With Free Description - New Supplier With Free Description - Unknown Supplier Terrier Marketplace Limit Order Suppliers Registered with Boston University Split Cost Distribution Adding an Approver BU Procure-to-Pay Guide 201 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Shopping Cart Creation > Adding an Approver Adding an Approver Shoppers can include additional approvers to the workflow of a shopping cart. This process should be used after a line item has been entered to allow the shopper to decide where the approver will be placed into workflow. Hint: If you would like Sourcing & Procurement to review any orders that are under $5k, follow the instructions below. Make sure to add the appropriate buyer based on the commodity of your order. To find an up-to-date list of buyers by commodity, click here. INSTRUCTIONS 1. Follow the instructions for creating a shopping cart in the pages listed above. Once an item has been added to your shopping cart, click Display/Edit Agents. 2. Select the line where an approver needs to be added. 3. Click Add Approver and then choose Add Approver Below Selected Line or Add Approver Above Selected Line depending on where you would like the approver to be added. In the example below, Add Approver Above Selected Line was chosen to move the new approver to the first level of approval. BU Procure-to-Pay Guide 202 BUworks Central 4. If you know the approver's ID (i.e. "sourcing" if their email is "sourcing@bu.edu"), type it into Approver ID and press OK. If you do not know the approver's ID, you will need to click on the white box, highlighted in green, to search for their ID. 5. Press OK to finalize the addition to the approval flow. BU Procure-to-Pay Guide 203 BUworks Central . BU Procure-to-Pay Guide 204 BUworks Central Home > BUworks Central > Shopping Cart > Approval Process Approval Process Shopping Cart Approval - Explains how to approve a shopping cart. Purchase Order Approval - Explains when a purchase order needs to be approved and how to do it. Shopping Cart Status - Explains how to check the status of a shopping cart. Rejected or Inquired Shopping Cart - Explains how to edit a shopping cart that has been rejected in the approval process. PO Change Orders - If a purchase order needs to be changed, canceled, or closed out, this instruction helps you identify the correct buyer and steps to take. BU Procure-to-Pay Guide 205 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Approval Process > Shopping Cart Approval Shopping Cart Approval Department approvers will have to approve or reject shopping carts that have an account assignment that they are responsible for assigned to the shopping cart. BENEFITS Approvers can approve or reject shopping carts back to the shopper INSTRUCTIONS 1. The approver will receive an email notification to either approve or reject the shopping cart. Click on Log On to proceed to the shopping cart. 2. Click on Complete Shopping Cart to open the shopping cart that is in the approval process. 3. Review the information in the shopping cart and click Approve or Reject. Remember to utilize the Approval Note to communication information to other approvers or the shopper. BU Procure-to-Pay Guide 206 BUworks Central SUMMARY Once the shopping cart has been approved, it will automatically create a purchase order and be sent out to the supplier (if the supplier is assigned). See also Purchase Order Approval Shopping Cart Status Rejected or Inquired Shopping Cart PO Change Orders BU Procure-to-Pay Guide 207 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Approval Process > Purchase Order Approval Purchase Order Approval Department approvers will have to approve or reject purchase orders that have had significant changes made to them. A significant change is an increase of $5k or more, a change to the account assignment, or a change to the product category. If a buyer makes a change that requires approval from the shopper, an email notification will be sent to the shopper with a link to their worklist. The approver will be able to approve or reject the changes, but will not be able to edit the purchase order. Once the Purchase Order has been fully approved, it will be retransmitted and the changes will take effect. BENEFITS Approvers can approve or reject changes made by buyers to their POs INSTRUCTIONS 1. The approver will receive an email notification to either accept or adjust the purchase order. Click on Log On to proceed to the purchase order. 2. Click on Approve Purchase order Number to open the purchase order that is in the approval process. 3. Review the information in the purchase order. BU Procure-to-Pay Guide 208 BUworks Central 4. Click Approval to see the approval process for this purchase order. Verify any further information and click Approve or Reject. SUMMARY Once the purchase order has been approved, it will be retransmitted and the revised changes will take effect in BUworks Central. See also Shopping Cart Approval Shopping Cart Status Rejected or Inquired Shopping Cart PO Change Orders BU Procure-to-Pay Guide 209 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Approval Process > Shopping Cart Status Shopping Cart Status Shoppers can check the status of their shopping carts and shopping carts that were created on their behalf. Shoppers can filter search results to see shopping carts based on their status. Shopping carts can have the following status: Saved, Awaiting Approval, In Your Inbox, Approved, or Rejected. The item status can give shoppers more detail about the specific lines in each shopping cart. Line items within a shopping cart can also have status of: Saved, Awaiting Approval, Follow-on Document Created, Error in Process, or Billed In Full. INSTRUCTIONS 1. Click on Procurement, Place and Manage Orders, and then Show Quick Criteria Maintenance. 2. Chose the Status that you would like to search for and click Apply. 3. Click on the Item Status to open the shopping cart. BU Procure-to-Pay Guide 210 BUworks Central 4. In the Approval Process Overview Tab, you can view who still needs to approve your shopping cart. 5. In the Related Documents tab, you can find the purchase order number if one has been created. SHOPPING CART STATUS DEFINITIONS Approved – Shopping cart status which indicates that the shopping cart has completed the approval process. Awaiting Approval – Shopping cart status which indicates that the shopping cart is in the approval process. The status can be seen in the Approval Process Overview tab. In Your Inbox – Shopping cart status which indicates that the shopping cart has been inquired back to the Shopper. Release Rejected – Shopping cart status which indicates that the shopping cart was rejected at some point in the approval process. The rejecter can be found in the Approval Process Overview tab. Saved – Shopping cart status which indicates that the cart has not been ordered. Press the order button to release the order. ITEM STATUS DEFINITIONS Billed In Full – Item status which indicates that the invoice and payment have been processed. Cannot Be Ordered – Item status which indicates that the shopping cart has been rejected by the buyer after the shopping cart has been through the approval process. Error in Process – Item Status which indicates that the shopping cart has been approved, but could not create a purchase order. Contact the associated buyer for assistance. Followon Document Created – Item status which indicates that a purchase order has been created. In Purchaser’s Worklist – Item Status which indicates that the item is with Sourcing & Procurement waiting to be sourced. Items with this status typically did not have a supplier assigned. See also Shopping Cart Approval Purchase Order Approval Rejected or Inquired Shopping Cart PO Change Orders BU Procure-to-Pay Guide 211 BUworks Central . Print Page Home > BUworks Central > Shopping Cart > Approval Process > Rejected or Inquired Shopping Cart Rejected or Inquired Shopping Cart Shopping carts can be rejected or inquired in the approval process. Shoppers can choose to make edits and proceed (re-order) with the existing shopping cart. Follow the instructions below to change and proceed with an existing shopping cart. BENEFITS Edit existing shopping carts that are not yet approved Keep an audit trail of requests and changes made to a shopping cart Increased transparency of the entire shopping cart process for all involved users Allow substitutions to change and proceed with rejected or inquired shopping carts INSTRUCTIONS 1. The Shopper will receive an email notification to either accept or adjust the shopping cart. Click on Log On to proceed to the shopping cart. 2. Click on Accept Decision / Adjust Shopping Cart to open the rejected or inquired shopping cart. BU Procure-to-Pay Guide 212 BUworks Central 3. Click Edit to make changes to the shopping cart and proceed. 4. Click OK. Note: The Additional Information pop up informs the shopper that actions made can affect the approval process. 5. Click Details to make the necessary changes noted in the Approval Note. BU Procure-to-Pay Guide 213 BUworks Central . 6. Click on Approval Process Overview to the approval status. 7. When the changes have been completed, click Proceed. SUMMARY The shopping cart has been resubmitted and is back in the approval process workflow. See also Shopping Cart Approval Purchase Order Approval Shopping Cart Status PO Change Orders BU Procure-to-Pay Guide 214 BUworks Central Print Page Home > BUworks Central > Shopping Cart > Approval Process > PO Change Orders PO Change Orders Shoppers can request that changes be made to material and limit Purchase Orders (POs). PO change orders can be made from the creation of the PO until the PO has been closed. PO changes can only be made by a Sourcing & Procurement buyer to non-catalog orders. BENEFITS Reduce delays in payment to suppliers by requesting PO changes before the invoice is submitted to Accounts Payable Increase the amount of a limit order Change the account assignment INSTRUCTIONS 1. Click on Procurement, Place and Manage Orders, and then Show Quick Criteria Maintenance. 2. Type in the Shopping Cart Number and click Apply. BU Procure-to-Pay Guide 215 BUworks Central . 3. Click Follow-on Document Created. 4. Click on the Purchase Order number. 5. Click on Header and then Show Members. View the name in the Purchasing Group Members field to find the related buyer. Visit bu.edu/sourcing to find the contact information for the related buyer. 6. Email the related buyer with specific instructions on the requested changes. E.g. Please change the account assignment on line 1 from 1202020000 to 9502020000. Note: Some Purchase Order changes require a PO approval process. Changes made to the account assignment, product category, and a $5k+ increase of the total value will trigger a PO approval process. Approvers can only approve or reject POs in the approval process and do not have access to make any edits. Once the PO is approved and re-transmitted, the changes will be active in the system. BU Procure-to-Pay Guide 216 BUworks Central See also Shopping Cart Approval Purchase Order Approval Shopping Cart Status Rejected or Inquired Shopping Cart BU Procure-to-Pay Guide 217 BUworks Central . Home > BUworks Central > Reporting Reporting Reporting Document Library - The repository for work instructions that includes helpful tricks as well as definitions of key variables. Working with Business Warehouse Reports - A video that explains how to use various BW Reports. BW Reporting Video BU Procure-to-Pay Guide 218 BUworks Central Home > BUworks Central > Reporting > Reporting Document Library Reporting Document Library https://prw.buw.bu.edu/gm/folder-1.11.11080 BU Procure-to-Pay Guide 219 BUworks Central . Home > BUworks Central > Reporting > Working with Business Warehouse Reports Working with Business Warehouse Reports Working with BW Reporting BU Procure-to-Pay Guide 220 BUworks Central Home > BUworks Central > FAQ FAQ Where Did the PO Go? - Helps shoppers identify where their PO was sent. Purchase Order Contact Information - Helps shoppers identify who to contact if they have questions about their purchase order. Has an Invoice Been Posted? - Helps shoppers identify whether an invoice has been entered into Buworks and whether payment has gone to the supplier. How Do I Delete My Shopping Cart? - Explains two methods for deleting a shopping cart that will no longer be billed against. How Do I Edit My Shopping Cart? - Explains two methods for editing a shopping cart that is currently awaiting approval. BU Procure-to-Pay Guide 221 BUworks Central . Print Page Home > BUworks Central > FAQ > Where Did the PO Go? Where Did the PO Go? Shoppers can determine where their purchase orders were sent by looking into the output of the PO. This information is helpful when speaking with suppliers as well as verifying that the POs were sent to the correct address. ADVANTAGES Determine the recipient of your purchase order. INSTRUCTIONS 1. Click Procurement, Shopping Carts - All, enter your search criteria, and then press apply. 2. Click on the Follow-on Document Created link. BU Procure-to-Pay Guide 222 BUworks Central 3. Click on the PO number to open the PO. 4. Click Header and then Output to view where the PO was sent. BU Procure-to-Pay Guide 223 BUworks Central . Print Page Home > BUworks Central > FAQ > Purchase Order Contact Information Purchase Order Contact Information Shoppers can determine who the correct contact is for any purchase order related questions. By following the steps below, shoppers will be able to find supplier contact information as well as which buyer has been assigned to their purchase order. ADVANTAGES Determine the contacts for each purchase order. INSTRUCTIONS 1. Click Procurement, Shopping Carts - All, enter your search criteria, and then press apply. 2. Click on the Follow-on Document Created link. BU Procure-to-Pay Guide 224 BUworks Central 3. Click on the PO number to open the PO 4. Click Header and General Data to find supplier and buyer information. BU Procure-to-Pay Guide 225 BUworks Central . 5. Click on Show Members to see the buyer associated with the purchasing group. To find the contact information for the buyer, visit our website for their email and phone number. BU Procure-to-Pay Guide 226 BUworks Central Print Page Home > BUworks Central > FAQ > Has an Invoice Been Posted? Has an Invoice Been Posted? Shoppers can determine whether an invoice has been posted by accounts payable, and see payment has been issued to the supplier. ADVANTAGES Determine whether an invoice has been posted on a purchase order. INSTRUCTIONS 1. Click Procurement, Shopping Carts - All, enter your search criteria, and then press apply. 2. Click on the Follow-on Document Created link. BU Procure-to-Pay Guide 227 BUworks Central . 3. View the invoice and invoice number in the related documents tab. To determine whether payment has been sent to the supplier, continue to Step 3. 4. Click on the purchase order number to open the PO. 5. Click on Details. BU Procure-to-Pay Guide 228 BUworks Central 6. Click on Extended PO History. If an Accounting Document number appears, an invoice has been entered into the BUworks and accounts payable will remit payment based on the negotiated payment term. If a Clearing Document number appears, payment has been remitted to the supplier. BU Procure-to-Pay Guide 229 BUworks Central . Print Page Home > BUworks Central > FAQ > How Do I Delete My Shopping Cart? How Do I Delete My Shopping Cart? Shoppers can delete their own shopping carts to remove the commitment. Shopping carts cannot be deleted by Sourcing & Procurement and need to be deleted by the shopper. Deleting shopping carts is intended for shopping carts that have been saved, canceled, or rejected and will not be billed against in the future. ADVANTAGES Remove commitments on shopping carts. INSTRUCTIONS 1. Click Procurement, Shopping Carts - All, enter your search criteria, and then press apply. 2. Highlight the shopping cart that you would like to delete by clicking on the gray button to the left of the shopping cart number. BU Procure-to-Pay Guide 230 BUworks Central 3. Click Delete and then Yes. If the delete button is not available, continue to step 5. 4. A confirmation of deletion will appear at the top of the screen and the shopping cart will no longer be in the Shopping Cart - All list. BU Procure-to-Pay Guide 231 BUworks Central . 5. If the delete option is not available from step 3, press Edit. BU Procure-to-Pay Guide 232 BUworks Central 6. Highlight the line item that needs to be deleted and press delete. Once the items have been deleted, the total value of the shopping cart will become $0. BU Procure-to-Pay Guide 233 BUworks Central . BU Procure-to-Pay Guide 234 BUworks Central Print Page Home > BUworks Central > FAQ > How Do I Edit My Shopping Cart? How Do I Edit My Shopping Cart? Shoppers can always edit their shopping carts if the status is Awaiting Approval. Depending on where the shopping cart is opened from, there are two possible processes. If a shopping cart is opened from the Worklist (usually a rejected or inquired shopping cart), shoppers will be able to use the Edit button. If a shopping cart is opened from the Shopping Carts - All menu, shoppers will have to use the Show My Tasks button. To determine which method needs to be used, answer the following question: Is there an edit button on my shopping cart? If the answer is yes, follow the instructions in the "Edit" section. If the answer is no, follow the instructions under the "Show My Tasks" section. Edit 1. With your shopping cart open, press the Edit button. 2. Press Continue to pull your shopping cart out of the approval process for editing. 3. Make the necessary changes to your shopping cart and check the delivery date to make sure that it is in the future. BU Procure-to-Pay Guide 235 BUworks Central . 4. Once the changes are complete, press Order to submit the shopping cart back into the approval process. Note: If the Order button is not available, press Proceed to resubmit your shopping cart. Show My Tasks 1. If the Edit button is not available, click Show My Tasks. BU Procure-to-Pay Guide 236 BUworks Central 2. Click Process Now to recall the shopping cart for edits. 3. Make the necessary changes to your shopping cart and check the delivery date to make sure that it is in the future. 4. Once the changes are complete, press Order to submit the shopping cart back into the approval process. Note: If the Order button is not available, press Proceed to resubmit your shopping cart. BU Procure-to-Pay Guide 237 Research Procurement . Research Procurement Research Procurement at Boston University - Defines what the Sourcing & Procurement department does to better the procurement process for research. How to Work with Suppliers and Sales Personnel - Defines roles and responsibilities when dealing with sales personnel. If you're unable to find what you're looking for in this help system, try these alternative resources: How to Use BUworks Central for Research Procurement - Defines key terms as well as roles and responsibilities in the procurement process. Sourcing & Procurement BUworks Chemicals, Lab Gases, Dry Ice - Explains the ordering process and preferred suppliers for products in this commodity. Glossary Email: Lab Consumables - Explains the ordering process and preferred suppliers for consumable items used in the lab. Ike Babbitt Lab Hoods, Furniture and Fixtures - Explains the ordering process and preferred suppliers for components used in the lab. Lab Equipment and Instruments - Explains the ordering process and preferred suppliers for lab equipment and instruments. Biological Products - Explains the ordering process and preferred suppliers for biological products. Restricted Items - Explains the ordering process and preferred suppliers for restricted items. Safety Products - Explains the ordering process and preferred suppliers for protective equipment used in the lab. How to Handle Chemical and Bio-hazard Waste Disposal - Explains the correct contacts to help dispose of hazardous waste. How to Develop a Small Business Plan - Explains the process and key departments when developing a small business plan. How to Purchase Supplies and Services on a Grant - Explains how to purchase capital pieces of equipment on a grant. BU Procure-to-Pay Guide 238 Research Procurement Print Page Home > Research Procurement > Research Procurement at Boston University Research Procurement at Boston University WHAT WE DO Sourcing & Procurement becomes an extension of each research unit by implementing effective vendor programs that provide excellent service, pricing and support for all the lab supplies, chemicals, and equipment used on campus. • Vendor Identification & Vendor Contracting: We develop and implement vendor sourcing strategies and processes designed to enable value creation at the lowest total cost of ownership. • Supports Purchase Order Placement, Payment and Contract Management: Our buyers ensure that shopping cart orders are successfully delivered to suppliers and invoices are paid and reconciled against contract. • Conducts Routine Supplier Reviews: Each commodity team works with our contracted suppliers to ensure that the suppliers are meeting their service level obligations to our internal clients. • Streamlines Customer Service: We will work with the suppliers on your behalf to resolve any issues that may arise with our contracted suppliers. • Best Practice Benchmarks: We continually benchmarks business processes from corporations and universities to continually identify methods to improve services and discounts. BU Procure-to-Pay Guide 239 Research Procurement . Print Page Home > Research Procurement > How to Work with Suppliers and Sales Personnel How to Work with Suppliers and Sales Personnel Purpose To provide guidance on how to work with suppliers. Scope Boston University has preferred suppliers, contracted suppliers, approved suppliers, and prospective suppliers. Responsibility All University employees must adhere to the University’s Ethics Policy when working with any current, past or future supplier. Shoppers may interact directly with suppliers to gather quotes or describe the purchase requirements. The Sourcing & Procurement department and the Accounts Payable department share the responsibility for registering and managing the vendors’ compliance. Sourcing & Procurement will also assist the departments identify suitable vendors, gather quotes and establish contracts with the assistance of the Office of General Counsel. Definitions • Prospective Suppliers – These are vendors that are not registered to do business at BU and they are not in BUworks Central. • Registered Suppliers – These vendors and service providers have gone through a formal registration process and they have agreed to BU’s general Terms and Conditions for providing services or products to BU. Registered suppliers are in BUworks Central and shopping carts can be created using these vendors. • Contracted Suppliers – These are registered suppliers that in addition to agreeing to our general Terms and Conditions, they have signed a formal contract with BU to provide specific service or products at competitive rates. • Preferred Suppliers – These are Contracted Suppliers that are offering the most competitive pricing and value add While all contracted suppliers are in SAP, many of these vendors also have product catalogs in BUworks Central for easy ordering. Procedure • Shoppers are not required to meet with Prospective Suppliers or Registered Suppliers but may choose to do so. • Shoppers must never share one vendor’s quote with another vendor. • Shoppers are encouraged to meet with Preferred Suppliers. BU’s Preferred Suppliers provide many benefits beyond competitive pricing. Please contact Sourcing & Procurement should you have any questions. • Unsolicited or unwanted contacts from suppliers may be told to contact Sourcing & Procurement. Helpful Hints Contact Sourcing & Procurement at any point in the process for assistance. Preferred Suppliers See the complete list in other sections of this guide Issue Date 10/12/2012 BU Procure-to-Pay Guide 240 Research Procurement Print Page Home > Research Procurement > How to Use BUworks Central for Research Procurement How to Use BUworks Central for Research Procurement Purpose To describe how to use BUworks Cental to order items for research. Scope BUworks Central can be used to purchased virtually all goods and services for research. Those items can include everything from everyday consumables, to pieces of equipment, to safety products. Responsibility Researchers and shoppers are responsible for determining their specific needs as well as submitting a shopping cart for that request. For orders over $25k, researchers and shoppers will also be responsible for providing assistance with competitive bidding and possible sole source justifications. The Sourcing & Procurement department is responsible for negotiating pricing and submitting purchase orders to the chosen supplier. Accounts Payable is responsible for paying invoices. Definitions • BUworks Central The central portal used for procurement and other activities that is powered by SAP. • Shopping Cart – Used to request goods and services at BU. (Formerly known as a requisition) • Purchase Order – Document used to purchase materials and services from suppliers. Procedure • For item specific orders, browse the pages in this section or use the search bar in the top right corner to find more information. • Most items can be procured by submitting a shopping cart. For more information on how to create a shopping cart, visit the BUworks Central folder. Helpful Hints • New supplier catalogs are added frequently to increase the ease of ordering. Issue Date 9/20/2012 BU Procure-to-Pay Guide 241 Research Procurement . Home > Research Procurement > Chemicals, Lab Gases, Dry Ice Chemicals, Lab Gases, Dry Ice How to Order Chemicals - Explains the ordering process and preferred suppliers for chemicals. How to Order Compressed Gas - Explains the ordering process and preferred suppliers for gases used in the lab. How to Order Dry Ice - Explains the ordering process and preferred suppliers for dry ice. BU Procure-to-Pay Guide 242 Research Procurement Print Page Home > Research Procurement > Chemicals, Lab Gases, Dry Ice > How to Order Chemicals How to Order Chemicals Products and Services Overview Laboratory, reagent, and technical chemicals can be purchased through Boston University’s preferred vendor, Sigma-Aldrich. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information shelley.briggs@sial.com Sigma-Aldrich Inc 10003926 Shelley Briggs 603-903-2444 Contract and Pricing Information • For up to date pricing information, contact Kim Parent or visit the punch out catalog available through the BUworks Central Portal • For up to date contract information, contact David Wong Program Advantages • Discounts range from 5% 60%. • Free freight for next day shipments. How to Order To order chemicals, go to the BUworks Central portal and create a shopping cart using the Sigma-Aldrich punch out catalog. Remember that quotes are not needed for items purchased through the punch out catalog. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 9/24/2012 BU Procure-to-Pay Guide 243 Research Procurement . Print Page Home > Research Procurement > Chemicals, Lab Gases, Dry Ice > How to Order Compressed Gas How to Order Compressed Gas Products and Services Overview Laboratory gases and gas equipment can be ordered through Boston University’s preferred vendor, Airgas. Airgas provides industrial, specialty, and medical gas products, equipment, and services. Deliveries are made daily to both Boston University campuses. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Dan.Rooksberry@Airgas.com Airgas 10000709 Dan Rooksberry Office: 508-721-2226 Cell: 603-661-8560 Contract and Pricing Information • Boston University’s contract with Airgas is valid through November 2013. • There are no delivery or hazmat charges on any order. • Current cylinder lease rates: • Small Nitrous or Oxygen Cylinder are $20.00 per month • Large Nitrous or Oxygen Cylinder are $27.00 per month • Discount pricing can be found in Airgas’ punch out catalog through the BUworks Central Portal. How to Order • Use the Airgas punch out catalog to generate a shopping cart. Before submitting the order, make sure that your Airgas account number is referenced in the supplier notes. • For orders placed via telephone, generate a limit order. When calling in to place an order, reference your account number and the valid limit order number (86XXXXXXXX). How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 9/21/2012 BU Procure-to-Pay Guide 244 Research Procurement Print Page Home > Research Procurement > Chemicals, Lab Gases, Dry Ice > How to Order Dry Ice How to Order Dry Ice Products and Services Overview Dry ice products can be purchased through Boston University’s preferred supplier, Dry Ice Corp. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information ccargill@acgdic.com Dry Ice Corp 10000041 Charles Cargill 781-871-4407 Contract and Pricing Information • For up to date pricing information, contact Charles Cargill. • For up to date contract information, contact Bob Simboli. Program Advantages • $0.25 per pound for Dry Ice Boxed/Bagged Pellets. • Free freight. • Contract pricing valid until 04/30/2014. How to Order To order dry ice, go to the BUworks Central portal and create a shopping cart with a limit item. Remember to include any quotes, bid documentation, or relevant purchasing information. Upon receiving your limit order number, please contact Dry Ice to schedule your weekly deliveries. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboili Issue Date 9/21/2012 BU Procure-to-Pay Guide 245 Research Procurement . Home > Research Procurement > Lab Consumables Lab Consumables How to Order Multi-well Plates - Explains the ordering process and preferred suppliers for multi-well plates. How to Order Plastics and Glassware - Explains the ordering process and preferred suppliers for containers used in the lab. BU Procure-to-Pay Guide 246 Research Procurement Print Page Home > Research Procurement > Lab Consumables > How to Order Multi-well Plates How to Order Multi-well Plates Products and Services Overview Multi-well plates are available through Fisher Scientific and Agilent Technologies. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 lisa_manfredi@agilent.com Agilent Technologies 10003962 Lisa Manfredi 866-921-5438 Contract and Pricing Information • For price quotations, contact the sales representatives noted above. • For contract information, contact Bob Simboli. Program Advantages • Fisher Scientific Competitive market rates, free freight, and yearly price protection. • Agilent Technologies – Discounts range between 8% - 18%. How to Order To order multi-well plates, go to the BUworks Central portal and utilize the supplier punch-out catalog or create a shopping cart with a free description item. Remember to include quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 10/4/2012 BU Procure-to-Pay Guide 247 Research Procurement . Print Page Home > Research Procurement > Lab Consumables > How to Order Plastics and Glassware How to Order Plastics and Glassware Products and Services Overview Laboratory plastic and glassware products are available through Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Steven.chase@thermofisher.com Steven Chase Fisher Scientific (Corning is the preferred manufacturer) 617-308-5880 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For contract information, contact Bob Simboli. Program Advantages • Competitive market rates. • Free freight. • Yearly price protection (held in compliance with the producer price index). How to Order To order Fisher Scientific products, go to the BUworks Central portal and create a shopping cart with items from the Fisher Scientific catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/21/2012 BU Procure-to-Pay Guide 248 Research Procurement Home > Research Procurement > Lab Hoods, Furniture and Fixtures Lab Hoods, Furniture and Fixtures How to Order Biosafety Cabinets and Hoods - Explains the ordering process and preferred suppliers for biological storage and ventilation. Hood and Biosafety Cabinet Testing - Explains the ordering process and preferred suppliers for servicing biological storage. How to Order Lab Furniture and Chairs - Explains the ordering process and preferred suppliers for furniture used in the lab. BU Procure-to-Pay Guide 249 Research Procurement . Print Page Home > Research Procurement > Lab Hoods, Furniture and Fixtures > How to Order Biosafety Cabinets and Hoods How to Order Biosafety Cabinets and Hoods Products and Services Overview Biosafety cabinets and hoods are available through The Baker Company. Supplier Contacts Supplier Name SAP SRM # Sales Representative The Baker Company (represented by Northeast Scientific Associates) 10000004 Dan Ghidoni Contact Information dghidoni@nesaco.com 207-432-4064 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For contract information, contact Bob Simboli. Program Advantages • Competitive market rates. • Free channel stand, one service valve, cable port and UV light (A2 models). • Free freight with inside delivery. • Additional year of warranty 48 months. How to Order To order Biosafety cabinets and hoods, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. The Office of Environment Health and Safety must be contacted to approve all requirements prior to the order being placed. Please contact Adam Hartnett (email: ahartnet@bu.edu phone: 8-8830) or Environmental Health and Safety Department Safety Advisor for assistance. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/27/2012 BU Procure-to-Pay Guide 250 Research Procurement Print Page Home > Research Procurement > Lab Hoods, Furniture and Fixtures > Hood and Biosafety Cabinet Testing Hood and Biosafety Cabinet Testing Products and Services Overview Hood & biosafety cabinet testing is available through B & V Testing. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information sandy@bandvtesting.com B & V Testing 10000320 Sandy MacLean-Horne 800-851-9081 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For contract information, contact Bob Simboli. Program Advantages • Competitive market rates. • No travel charge. How to Order To order hood & biosafety cabinet testing, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/25/2012 BU Procure-to-Pay Guide 251 Research Procurement . Print Page Home > Research Procurement > Lab Hoods, Furniture and Fixtures > How to Order Lab Furniture and Chairs How to Order Lab Furniture and Chairs Products and Services Overview Lab furniture and chairs is available through Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For contract information, contact Bob Simboli. Program Advantages • Competitive market rates (refer to contract for specific details). How to Order To order lab furniture and chairs, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. Many items including, but not limited to, upholstered and plastic seating and fabric panels on workstations must comply with Boston Fire Code regulations. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/27/2012 BU Procure-to-Pay Guide 252 Research Procurement Home > Research Procurement > Lab Equipment and Instruments Lab Equipment and Instruments Equipment Maintenance and Repair - Explains the ordering process and preferred suppliers for maintaining existing equipment. How to Order Cameras - Explains the ordering process and preferred suppliers for cameras and accessories used in the lab. How to Order Centrifugation Equipment and Supplies- Explains the ordering process and preferred suppliers for centrifuges. How to Order Chromatography Equipment and Supplies - Explains the ordering process and preferred suppliers for chromatography. How to Order Incubators - Explains the ordering process and preferred suppliers for incubators. How to Order Microscopes- Explains the ordering process and preferred suppliers for microscopes. How to Order Ovens - Explains the ordering process and preferred suppliers for ovens used in the lab. How to Order Pipettes - Explains the ordering process and preferred suppliers for pipettes. How to Order Refrigerators and Freezers - Explains the ordering process and preferred suppliers for refrigerators and freezers used in the lab. How to Order Thermo Cyclers - Explains the ordering process and preferred suppliers for thermo cyclers. BU Procure-to-Pay Guide 253 Research Procurement . Print Page Home > Research Procurement > Lab Equipment and Instruments > Equipment Maintenance and Repair Equipment Maintenance and Repair Products and Services Overview Service for laboratory freezers is available through Shon’s Scientific. Service for general laboratory repairs is available through Alert Scientific. Service for general laboratory repairs (third party) is available through Specialty Underwriters. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Shon’s Scientific 10000871 sdacko@shonsscientific.com Stephanie Dacko 781- 326-1947 nicklangione@alertscientific.com Alert Scientific 10000767 Nicholas Langione 800- 872-2028 jcaughey@stratsourcing.net Specialty Underwriters 10000389 James Caughey 800- 236-6866 Contract and Pricing Information • For price quotations, contact the sales representatives noted above. • For contract information, contact Bob Simboli. Program Advantages • Shon’s Scientific Competitive market rates. • Alert Scientific Competitive market rates. • Specialty Underwriters Discounts range between 15% 25% beyond the manufacturers quotation. *All services will be conducted by the manufacturers’ technician. * Pricing is held for three years. How to Order To order equipment maintenance & repair, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. *Contact Bob Simboli directly regarding the ordering procedure for Specialty Underwriters. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer BU Procure-to-Pay Guide 254 Research Procurement Bob Simboli Issue Date 9/25/2012 BU Procure-to-Pay Guide 255 Research Procurement . Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Cameras How to Order Cameras Products and Services Overview Scientific digital cameras are available through Andor Technologies. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information j.phelan@andor.com Andor Technologies 10003845 Jack Phelan 860-539-7823 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For up to date contract information, contact Bob Simboli. Program Advantages • Discounts range from 20% 25% for cameras and 15% for accessories. • Twenty Four (24) month warranty period. • Yearly price protection (held in compliance with the producer price index). How to Order To order digital cameras, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/25/2012 BU Procure-to-Pay Guide 256 Research Procurement Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Centrifugation Equipment and Supplies How to Order Centrifugation Equipment and Supplies Products and Services Overview Centrifuge, rotors, and related products are available through Beckman Coulter and Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Beckman Coulter 10000102 Lorna Bosworth Contact Information lbosworth@beckman.com 774-266-0126 Fisher Scientific (Eppendorf is the preferred manufacturer) Steven.Chase@thermofisher.com 10000683 Steve Chase 617-308-5880 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For up to date contract information, contact Bob Simboli. Program Advantages • Discounts range from 19% 30%. • Yearly price protection (held in compliance with the producer price index). How to Order To order centrifuges and rotors, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. The Office of Environment Health and Safety must be contacted to approve all requirements prior to the order being placed. Please contact Adam Hartnett (ahartnet@bu.edu or 617-358-8830) or your Environmental Health and Safety Department Safety Advisor for assistance. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/21/2012 BU Procure-to-Pay Guide 257 Research Procurement . Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Chromatography Equipment and Supplies How to Order Chromatography Equipment and Supplies Products and Services Overview Chromatography equipment and supplies are available through Agilent Technologies. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information lisa_manfredi@agilent.com Agilent Technologies 10003962 Lisa Manfredi 866-921-5438 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For contract information, contact Bob Simboli. Program Advantages • Discounts range from 8% 18%. How to Order To order chromatography equipment and supplies, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/25/2012 BU Procure-to-Pay Guide 258 Research Procurement Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Incubators How to Order Incubators Products and Services Overview Incubators are available through Fisher Scientific. Supplier Contacts Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For contract information, contact Bob Simboli. Program Advantages • Competitive market rates. • Free freight. • Yearly price protection (held in compliance under the producer price index). How to Order To order Fisher Scientific products, go to the BUworks Central portal and create a shopping cart with items from the Fisher Scientific catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/25/2012 BU Procure-to-Pay Guide 259 Research Procurement . Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Microscopes How to Order Microscopes Products and Services Overview Microscopes and related products are available through Carl Zeiss, Olympus America, and Nikon. Supplier Contacts Supplier Name SAP SRM # Sales Representative Carl Zeiss 10000904 Doug Fishkind Contact Information Dfishkind@zeiss.com 508-736-7123 Olympus America 10004114 Adam.BradyAdam Brady-Myerov Myerov@olympus.com 617-921-5031 Nikon (distributed by Micro Video Instruments) DickJ@mvi-inc.com 10000679 Dick Jones 508-254-4590 Contract and Pricing Information • For price quotations, contact the sales representatives noted above. • For contract information, contact Bob Simboli. Program Advantages • Carl Zeiss Discounts range from 5% 10%. • Olympus America – Discounts range from 5% 15%. • Nikon – Discounts range from 3% 10%. How to Order To order microscopes, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/21/2012 BU Procure-to-Pay Guide 260 Research Procurement BU Procure-to-Pay Guide 261 Research Procurement . Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Ovens How to Order Ovens Products and Services Overview Laboratory Ovens are available through Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For price quotations, contact the sales representative noted above. • For contract information, contact Bob Simboli. Program Advantages • Competitive market rates. • Free freight. • Yearly price protection (held in compliance with the producer price index). How to Order To order Fisher Scientific products, go to the BUworks Central portal and create a shopping cart with items from the Fisher Scientific catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/21/2012 BU Procure-to-Pay Guide 262 Research Procurement Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Pipettes How to Order Pipettes Products and Services Overview Pipettes are available through USA Scientific and Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information USA Scientific 10000074 bclapp@usascientific.com Bill Clapp 800-522-8477 Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific (Gilson and Eppendorf) 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For price quotations, contact the sales representatives noted above. • For contract information, contact Bob Simboli. Program Advantages • USA Scientific – Competitive market rates, yearly price protection. • Fisher Scientific Competitive market rates, free freight, and yearly price protection. How to Order To order pipettes, go to the BUworks Central portal and utilize the supplier punch-out catalog or create a shopping cart with a free description item. Remember to include quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 10/4/2012 BU Procure-to-Pay Guide 263 Research Procurement . Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Refrigerators and Freezers How to Order Refrigerators and Freezers Products and Services Overview Laboratory Refrigerators and Freezers are available through Panasonic Healthcare Corporation (formally Sanyo) and Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Andy@biomed-sales.com Panasonic Healthcare (primary supplier) 10001168 Andy Dickey 617 833-1112 Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific (alternative supplier) 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For price quotations, contact the sales representatives noted above. • For contract information, contact Bob Simboli. Program Advantages • Competitive market rates. • Free shipping with inside delivery. How to Order To order refrigerators and freezers, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli Issue Date 9/25/2012 BU Procure-to-Pay Guide 264 Research Procurement Print Page Home > Research Procurement > Lab Equipment and Instruments > How to Order Thermo Cyclers How to Order Thermo Cyclers Products and Services Overview Thermo Cyclers are available through Bio-Rad, Life Technologies, and Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Bio-Rad 10003934 phil_mccomb@bio-rad.com Phil McComb 800- 876-3425 x1783 david.spezzano@lifetech.com Life Technologies 10003930 David Spezzano 617-640-7579 Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For price quotations, contact the sales representatives noted above. • For contract information, contact Bob Simboli. Program Advantages • BioRad – Competitive market rates. • Life Technologies – Competitive market rates and yearly price protection. • Fisher Scientific Competitive market rates, free freight, and yearly price protection. How to Order To order thermo cyclers, go to the BUworks Central portal and utilize the supplier punch-out catalog or create a shopping cart with a free description item. Remember to include quotes, bid documentation, or relevant purchasing information. The delivery address should always reference a room number and contact person. Inside delivery should be noted on the supplier text section. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer Bob Simboli BU Procure-to-Pay Guide 265 Research Procurement . Issue Date 10/4/2012 BU Procure-to-Pay Guide 266 Research Procurement Home > Research Procurement > Biological Products Biological Products How to Order Antibodies - Explains the ordering process and preferred suppliers for antibodies. How to Order Enzymes - Explains the ordering process and preferred suppliers for enzymes. How to Order Amino Acids, Peptides or Proteins - Explains the ordering process and preferred suppliers for products in this commodity. How to Order Cell Culture Products - Explains the ordering process and preferred suppliers for cell culture. How to Order Primers and Probes - Explains the ordering process and preferred suppliers for primers and probes. BU Procure-to-Pay Guide 267 Research Procurement . Print Page Home > Research Procurement > Biological Products > How to Order Antibodies How to Order Antibodies Products and Services Overview R & D Systems offers a wide range of antibodies from cytokines, adhesion molecules, proteases, neurotrophic factors, stem cell factors, signal transduction molecules, to developmental antibodies. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information R & D Systems 10000689 traci.johnson@rndsystems.com Traci Johnson 800-343-7475 x4530 Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 jswitzer@cellsignal.com Cell Signaling Technology 110000180 Jessica Switzer 978-867-2334 Contract and Pricing Information • For up to date pricing information, contact Traci Johnson. • For up to date pricing information, contact Steven Chase. • For up to date pricing information contact Jessica Switzer. Program Advantages • R & D Systems Discounts range from 530%, price protection through 12/01/2013 • Fisher ScientificPrice protection through 12/31/2013 • Cell Signaling Technology Pricing Agreement through 08/23/2013. How to Order To order antibodies, go to the BUworks Central portal and create a shopping cart using the Terrier Marketplace Product Catalogs or Fisher Catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong BU Procure-to-Pay Guide 268 Research Procurement Issue Date 3/11/2013 BU Procure-to-Pay Guide 269 Research Procurement . Print Page Home > Research Procurement > Biological Products > How to Order Enzymes How to Order Enzymes Products and Services Overview Laboratory research, testing, life science, chemicals, and high-quality supplies can be order through Boston University preferred vendor, Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For up to date pricing information, contact Steven Chase. • For up to date contract information, contact David Wong. Program Advantages • Contract is valid from 08/09/201012/31/2013. • Discounted freight. • Yearly price protection (held in compliance with the producer price index). How to Order To order Fisher Scientific products, go to the BUworks Central portal and create a shopping cart with items from the Fisher Scientific catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 9/26/2012 BU Procure-to-Pay Guide 270 Research Procurement Print Page Home > Research Procurement > Biological Products > How to Order Amino Acids, Peptides or Proteins How to Order Amino Acids, Peptides or Proteins Products and Services Overview Laboratory research, testing, life science, chemicals, and high-quality supplies can be order through Boston University preferred vendor, Fisher Scientific. Supplier Contacts Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For up to date pricing information, contact Steven Chase. • For up to date contract information, contact David Wong. Program Advantages • Contract is valid through 12/31/2013. • Discounted freight. • Yearly price protection (held in compliance with the producer price index). How to Order To order Fisher Scientific products, go to the BUworks Central portal and create a shopping cart with an item from the Fisher Scientific catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 9/27/2012 BU Procure-to-Pay Guide 271 Research Procurement . Print Page Home > Research Procurement > Biological Products > How to Order Cell Culture Products How to Order Cell Culture Products Products and Services Overview Life Technologies offers a variety of primary cultures and established cell lines, as well as reagents, media, sera, and growth factors for your cell culture experiments. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information David.spezzano@lifetech.com Life Technologies 10003930 David Spezzano 617-640-7579 Contract and Pricing Information • For up to date pricing information, contact David Spezzano. • For up to date contract information, contact David Wong. Program Advantages • Contract is valid through 09/13/2015. • Free ground shipping and discounted express freight. • Yearly price protection (held in compliance with the producer price index). How to Order To order Life Technologies, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 9/27/2012 BU Procure-to-Pay Guide 272 Research Procurement Print Page Home > Research Procurement > Biological Products > How to Order Primers and Probes How to Order Primers and Probes Products and Services Overview Laboratory instruments, reagents, technical services can be ordered through Boston University preferred vendor, Life Technologies. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information david.spezzano@lifetech.com Life Technologies 10003930 David Spezzano 617-640-7579 Contract and Pricing Information • For up to date pricing information, contact David Spezzano. • For up to date contract information, contact David Wong. Program Advantages • The contract is valid through 09/13/2015. • Free ground shipping and discounted express freight. • Yearly price protection (held in compliance with the producer price index). How to Order To order Primers and Probes go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 9/21/2012 BU Procure-to-Pay Guide 273 Research Procurement . Print Page Home > Research Procurement > Dental Products Dental Products Products and Services Overview Boston University’s preferred vendor for dental supplies is Henry Schein Inc. Other contracted dental product/services vendors include Door to Door Dental, A-Dec, Arcari Dental Lab, North Shore Dental Laboratories, Stuart Zane Dental, and Ward Dental Lab. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Henry Schein 10000869 Annmarie.hollis@henryschein.com Ann-Marie Hollis 800-651-2944 x4724 paulpher@comcast.net Door to Door Dental 10000206 Paul Paisner 6781-344-0010 katie.anderson@a-dec.com A-Dec 10000087 Katie Anderson 800-547-1883 tanya@arcaridentallab.com Arcari Dental Lab 10002348 Tanya Arcari 781-213-3434 tpeterson@nsdlab.com North Shore Dental Laboratories 10003793 Thomas Peterson 781-599-5850 stuzane@comcast.net Stuart Zane Dental 10000177 Stuart Zane 781-251-6660 mward@dtidental.com Ward Dental Lab 10000213 Scott Ward 800-833-3865 Contract and Pricing Information • For up to date pricing information, contact the above representatives. • For up to date contract information, contact David Wong. Program Advantages • Henry Schein offers a wide range of discounts on dental products and free shipping as well. The discounts are valid through September 29, 2015. Additional discounts include: • 10% discount off handpiece and small equipment • 10% discount on film, anesthetic, and alloy BU Procure-to-Pay Guide 274 Research Procurement • 5% discount on office supplies • 20% discount off general merchandise, with exclusions (please consult with David Wong) • Door to Door provides an extra 1% discount from the current discount pricing for Boston University through June 30, 2015. Additional discounts will be offered as Boston University’s spend increases. • ADec offers a 55% discount on hand pieces, free shipping, and no price increases through December 31, 2014. • Arcari Dental Labs offers discount pricing on crowns, bridges, etc., held for one year ending September 1, 2013 with free shipping. • North Shore Dental provides discount pricing on restorative goods and services. Pricing will not increase through August 31,2013. • Stuart Zane Dental provides discount pricing on restorative goods and services and also free shipping. Pricing will not increase through April 30, 2015. • Ward Dental provides discount pricing on restorative goods and services. Pricing will not increase through July 31, 2013. How to Order To order dental products, go to the BUworks Central portal and create a shopping cart with free description items. For reoccurring dental restoratives and services, create a shopping cart with a limit item. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 3/11/2013 BU Procure-to-Pay Guide 275 Research Procurement . Home > Research Procurement > Restricted Items Restricted Items How to Order Animals - Explains the ordering process and preferred suppliers for animals. How to Order Ethanol - Explains the ordering process and preferred suppliers for ethanol. How to Order Pharmaceuticals and Controlled Substances - Explains the ordering process and preferred suppliers for pharmaceuticals and controlled substances. How to Order Syringes - Explains the ordering process and preferred suppliers for syringes. BU Procure-to-Pay Guide 276 Research Procurement Print Page Home > Research Procurement > Restricted Items > How to Order Animals How to Order Animals Products and Services Overview Boston University’s preferred vendor for lab mice is Charles River Laboratories. Other animal suppliers include Harlan Laboratories and Taconic Farms. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information alexis.clough@crl.com Charles River Laboratories 10000619 Alexis Clough 781-640-4987 msantoro@harlan.com Harlan Laboratories 10000590 Maria Santoro 978-290-3208 nicole.schmitt@taconic.com Taconic Farms 10000876 Nicole M. Schmitt 888-822-6642 Contract and Pricing Information • For up to date pricing information, contact the above representatives. • For up to date contract information, contact David Wong. Program Advantages • Charles River Labs offers discounts ranging from 5% 10%. Pricing cannot be increased by more than 5%. • Harlan discounts range from 10% 25%. There will be no fuel surcharge on all orders. • Taconic Farms offers discounts ranging from 5% 25%. Freight will be discounted on all orders. How to Order To order live animals, please contact the Laboratory Animal Science Center at 617-638-4086 and complete an Internal Service Request (ISR). ISR's are different from shopping carts and can be found in the sub menu in the Procurement tab in BUworks. For more information on ISR's, visit the Internal Services page. Live animal orders must be reviewed and approved by LASC to ensure that the order is in compliance with the University’s protocols. Once the order is approved, LASC will generate a shopping cart in BUworks and your order will be placed. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 9/24/2012 BU Procure-to-Pay Guide 277 Research Procurement . BU Procure-to-Pay Guide 278 Research Procurement Print Page Home > Research Procurement > Restricted Items > How to Order Ethanol How to Order Ethanol Products and Services Overview Ethanol and ethyl alcohol is available to purchase through the Sigma-Aldrich catalog through BUworks Central. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information kim.parent@sial.com Sigma-Aldrich 10003926 Kim Parent 617-438-8359 Contract and Pricing Information • For up to date pricing information, contact Kim Parent. • For up to date contract information, contact David Wong. Program Advantages • Discounts range from 5% 60%. • Free freight for next day shipments. How to Order To order ethanol, go to the BUworks Central portal and create a shopping cart using the Sigma-Aldrich punch out catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 10/4/2012 BU Procure-to-Pay Guide 279 Research Procurement . Print Page Home > Research Procurement > Restricted Items > How to Order Pharmaceuticals and Controlled Substances How to Order Pharmaceuticals and Controlled Substances Products and Services Overview To order pharmaceuticals and controlled substances, please make sure you have the proper supporting documentation (DEA license, permit, etc.). Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Linda.Miller@butlerschein.com Butler Schein 10000058 Linda Miller 800-552-8387 x5310 kim.parent@sial.com Sigma-Aldrich 10003926 Kim Parent 617-438-8359 artcavanaugh@acesurgical.com Ace Surgical 10000036 Art Cavanaugh 508-583-3140 x262 Contract and Pricing Information • For up to date pricing information, contact representatives above. • For up to date contract information, contact David Wong. Program Advantages • Educational discounts. How to Order To order pharmaceuticals and controlled substances, contact David Wong. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 10/4/2012 BU Procure-to-Pay Guide 280 Research Procurement Print Page Home > Research Procurement > Restricted Items > How to Order Syringes How to Order Syringes Products and Services Overview Laboratory syringes can be purchased through Boston University’s preferred vendor, Fisher Scientific. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For up to date pricing information, contact Steve Chase. • For up to date contract information, contact David Wong. Program Advantages • Contracted discounts. • Free freight. • Yearly price protection (held in compliance with the producer price index). How to Order To order Fisher Scientific products, go to the BUworks Central portal and create a shopping cart with items from the Fisher Scientific catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 10/4/2012 BU Procure-to-Pay Guide 281 Research Procurement . Home > Research Procurement > Safety Products Safety Products How to Order Goggles and Gloves- Explains the ordering process and preferred suppliers for goggles and gloves. How to Order Lab Coats and Apparel- Explains the ordering process and preferred suppliers for lab coats and apparel. BU Procure-to-Pay Guide 282 Research Procurement Print Page Home > Research Procurement > Safety Products > How to Order Goggles and Gloves How to Order Goggles and Gloves Products and Services Overview Fisher Safety understands the critical risks associated with chemical exposure hazards and carries a wide variety of safety products that help protect against these risks. Supplier Contacts Steven.chase@thermofisher.com Steven Chase 617-308-5880 Fisher Scientific 10000683 kalvin.chin@thermofisher.com Kalvin Chin 617-358-4322 Contract and Pricing Information • For up to date pricing information, contact Steven Chase. • For up to date contract information, contact David Wong. Program Advantages • Contract is valid from 08/09/201012/31/2013. • Free freight. • Yearly price protection (held in compliance with the producer price index). How to Order To order Fisher Scientific products, go to the BUworks Central portal and create a shopping cart with an item from the Fisher Scientific catalog. Remember to include any quotes, bid documentation, or relevant purchasing information. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 9/27/2012 BU Procure-to-Pay Guide 283 Research Procurement . Print Page Home > Research Procurement > Safety Products > How to Order Lab Coats and Apparel How to Order Lab Coats and Apparel Products and Services Overview Boston University’s preferred vendor for lab coats and apparel is North Star Uniforms & Linen. North Star provides custom uniforms, medical scrubs, lab coats, and in-house embroidery services as well. Supplier Contacts Supplier Name SAP SRM # Sales Representative Contact Information peter.villari@gmail.com North Star 10001042 Peter Villari 617-623-1200 Contract and Pricing Information • For up to date pricing information, contact Peter Villari. • For up to date contract information, contact David Wong. Program Advantages • Lab coats, scrub tops, scrub bottoms, and custom towel rentals at a discounted prices. • Weekly garment services range from $0.14 $0.17 per garment. • Yearly price protection (held in compliance with the producer price index). How to Order To order from North Star, go to the BUworks Central portal and create a shopping cart with a free description item. Remember to include any quotes, bid documentation, or relevant purchasing information. For weekly/monthly garment services, please create a shopping cart for a limit order in BUworks. For more information on shopping cart creation, visit the folder entitled BUworks Central. How to Pay As stated on all purchase orders, invoices should be submitted directly to the Accounts Payable department. To expedite payment and to ensure that all possible discounts are applied, submit invoices electronically to invoices@bu.edu. For questions about an invoice, visit the AP website to find the correct contact for your question. Responsible Buyer David Wong Issue Date 10/30/2012 BU Procure-to-Pay Guide 284 Research Procurement Print Page Home > Research Procurement > How to Handle Chemical and Bio-hazard Waste Disposal How to Handle Chemical and Bio-hazard Waste Disposal Purpose Chemical and bio-hazardous waste needs to be handled with special care to ensure the safety of all students and employees of Boston University. Scope The policies put into place by Environmental Health and Safety (EHS) apply to the disposal of all hazardous waste. Responsibility Students and researchers alike need to be aware of the policies surrounding the disposal of hazardous waste. Procedure • For Chemical and Biohazard Waste disposal, please contact Environmental Health and Safety for assistance. • There are strict local, state and federal rules governing the disposal of chemical, biological and radioactive wastes. Boston University’s Environmental Health and Safety (EHS) has procedures in place to ensure the proper management of these materials. • www.bu.edu/ehs/services/waste Helpful Hints Boston University Charles River Campus - 617-353-4094. Boston University Medical Campus - 617-638-8830. Issue Date 3/11/2013 BU Procure-to-Pay Guide 285 Research Procurement . Print Page Home > Research Procurement > How to Develop A Small Business Plan How to Develop A Small Business Plan Purpose Each individual small business subcontracting plan has a total dollar percentage goal for products or services to be allocated to small business companies. Sourcing & Procurement will help to identify small business suppliers within each category as listed on the budget summary. The principal investigator is required to comply with the utilization of small business companies as identified on the proposal throughout the contract period. Scope Supplier Diversity or Small Business Subcontracting Plans may need to be developed for compliance reasons. To determine if a plan is needed, contact the Office of Sponsored Programs. Responsibility The Office of Sponsored Programs (OSP) should be contacted for assistance in preparation and submission of research proposals for small business subcontracting plans. The Office of Sourcing & Procurement will work in conjunction with the Office of Sponsored Programs to generate and complete the small business plan. Procedure What information is required to begin the process and complete the plan? • Project Name • Project Period • Proposal Solicitation Number • Detailed Budget Summary • Identify Small Business Suppliers • Allocation of Products and Services to Small Business Estimated time frame to complete plan: Two Weeks Helpful Hints Office of Sponsored Programs Charles River Campus: 617-353-4365 / ospinfo@bu.edu Medical Campus: 617-638-4600 / bumc-era@bu.edu Website: www.bu.edu/osp/ Sourcing & Procurement Lab Supplies and Services Bob Simboli: 617-353-8753 / rsimboli@bu.edu Website: www.bu.edu/sourcing Preferred Suppliers Approved Small Business Suppliers Issue Date 10/2/2012 BU Procure-to-Pay Guide 286 Research Procurement Print Page Home > Research Procurement > How to Purchase Supplies and Services on a Grant How to Purchase Supplies and Services on a Grant Purpose Any Boston University employee participating in a procurement process shall purchase materials and services at the “best value” or lowest total cost. Scope Competitive bid documentation, Master supply agreement, or a sole source justification letter should always be attached to the shopping cart for purchases starting at $25,000. For purchases below $25,000, Departments shall retain bid data supporting purchases (paper or electronic) to the minimum extent and duration necessary for management review of the intended procurement. Responsibility Boston University employees are required to comply with the university bid policy when purchasing supplies and services. Procedure All purchases should comply with the following: • Purchase materials and services at the “best value” or lowest total cost, which takes into account not only purchase price, but also compliance with technical or functional specifications, product availability, ordering and invoicing processes, service standards, accounting compliance and regulatory requirements. • Be responsible for the review, evaluation, and documentation of each element of total cost. • Be able to justify the economic, research, and/or educational need for the procurement decision. Helpful Hints Please visit the Sourcing & Procurement website under the Policies tab for additional information. Issue Date 10/2/2012 BU Procure-to-Pay Guide 287 Glossary . Print Page Glossary Click on the first letter of the word that you are browsing for or enter the word in the search field in the top right corner of the window. A B C D E F G H I J K L M N O P Q R S T U V W X Y Z Account Assignment – A field where an organizational unit is entered that is used for cost responsibility. Agreement Administrator - Person responsible for managing the supplier that is under contract. Approval Process – The workflow that a shopping cart or purchase order needs to go through to become approved. The approval process may include: a department approver, Sourcing & Procurement, Property Management, Environmental Health and Safety or any ad-hoc approver. Approved – Shopping cart or purchase order status which indicates that the shopping cart or purchase order has completed the approval process. Awaiting Approval – A shopping cart status which indicates that the shopping cart is in the approval process. The status can be seen in the Approval Process Overview tab. BUDS –An acronym for Boston University Diverse Suppliers Program, which is a supplier diversity program used by the Sourcing & Procurement department. Buy on Behalf – A General Data field that is used for purchasing goods for another user. The user that is receiving the goods can search for and view the shopping cart that someone else created on his/her behalf. Buyer – A Sourcing & Procurement professional that assists in the procurement process. C/O – Stands for “Care Of” and it is a field in the delivery address tab. This field is used for providing the name of the recipient of the good or service. Commodity – A division of products and services that is used to divide labor in the Sourcing & Procurement department. Examples are information technology and laboratory supplies and services. Compensation- Defined as either a lump sum, unit price, or time and material. Cannot Be Ordered – Item status which indicates that the shopping cart has been rejected by the buyer after the shopping cart has been through the approval process. Items with this status typically did not have an assigned supplier. Contract administrator – The person responsible for ensuring that the scope of work is completed, to required specifications, and within the cost and stated time limits. Cost Center – An account assignment category that is used for purchasing off of cost objects. Customs Broker - A professional that clears goods through customs barriers. Default Settings – Values that are applied to the entire shopping cart. These values should be set before any items are added to the shopping cart. To access the Default Settings in a shopping cart, you will need to click on Set Values. Delivery Address / Performance Location – The location on campus where the goods are being shipped or the service is rendered. When creating a shopping cart, the location must be assigned by searching for the address rather than manually typing over existing data. FOB - An acronym that can stand for "free on board" which means the supplier is responsible for shipping costs and the product until it arrives at Boston University. Followon Document Created – Shopping cart Item Status which indicates that a purchase order has been created or an invoice has been entered or paid. Full and Open Competition – All responsible sources are permitted to compete. BU Procure-to-Pay Guide 288 Glossary Hosted Catalog – A type of catalog that is available to shoppers that is hosted and maintained by Boston University. This type of catalog is loaded with items that have negotiated pricing and is labeled Terrier Marketplace Product Catalogs under Add Item in a shopping cart. Shoppers can visit this catalog to browse, compare, and add products to their shopping cart. This type of catalog hosts information from multiple suppliers. In Purchaser’s Worklist – Item Status which indicates that the item is with Sourcing & Procurement waiting to be sourced. Items with this status typically do not have an assigned supplier. Internal Note – A field in the Notes and Attachments tab that stores text written by the user that is visible to the approvers and buyers. This information is not printed on the purchase order. Internal Order – An Account Assignment Category that is used for purchasing off of grants. Invoice – Document provided by the supplier that requests payment after the request from the purchase order has been fulfilled. Item Basic Data – A tab in Default Settings: Set Values that has information such as Buy on Behalf Of, Goods Recipient, and Product Category. Limit Order – A type of purchase order is used for items/services with a variable total cost. Formerly called blanket order. Manager Substitution – A function in a user's Worklist that is used to set up an alternative user to perform tasks during a certain time period. Material Order – A type of purchase order that is used to order specific goods or services. Notes and Attachments – A tab in the line item details where shoppers and approvers can add notes or attachments for other approvers or for the supplier. Office of General Council – A department at Boston University that provides legal services to the University. Order Confirmation – A document provided by the supplier, usually in email form, that verifies the details of the order. Period of Agreement – A definite time frame of the agreement that has a start date and a completion date. Personalization – A shopper can save default settings such as Asset, Cost Center, Delivery Address, Enable Email Notification, Internal Order, Product Category, and WBS Element. Preferred Supplier - A registered supplier that is under contract with Boston University and has also been given preferred status by the Sourcing & Procurement department. Product Category – A code that represents a type of product or service. At BU, select UNSPSC codes are used as Product Categories. More information can be found at here. Punch Out Catalog – A type of catalog that is available to shoppers that is hosted and maintained by each individual supplier. This type of catalog is loaded with Boston University negotiated pricing. Shoppers “punchout” of BUworks Central to shop in the catalog on the suppliers site and then return to BUworks Central to finish the shopping cart request process. Purchase Order – A legally binding document used to purchase materials and services from suppliers. Purchasing Group – Sourcing & Procurement representative or a group of Sourcing & Procurement representatives responsible for purchasing activities. Registered Supplier - Any supplier that has filled out the supplier registration form and has been approved by Sourcing & Procurement. Release Rejected – Shopping cart status which indicates that the shopping cart was rejected at some point in the approval process. The name of the person that rejected the shopping cart can be found in the Approval Process Overview tab. Scope of work – A description of the work to be done, how and for whom the work is to be done and how acceptance is defined so all parties clearly understand what is expected. Shopper - A requester that completes the shopping cart form. Shopping Cart – Used to request goods and services at BU. Also known as a requisition. BU Procure-to-Pay Guide 289 Glossary . Signatory - a person who has signed a contract, treaty or any other legal document. Sourcing & Procurement - a department at Boston University that provides procurement services to the University. Supplier Text – A field in the Notes and Attachments tab that host’s text that is visible to the approvers, buyers, and the supplier. The text that is typed into this field is printed below the item description on the purchase order. Terms of payment – How quickly payment will be made. This can also include negotiated discounts such as 2% 10 day net 30. Terrier Marketplace Product Catalogs – See Hosted Catalog. With Free Description – An item type that allows the shopper to add items to the shopping cart that have not been loaded into a catalog. The user can write the description of the desired items. BU Procure-to-Pay Guide 290

BU Procure-to-Pay Guide

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