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By Breeonne Baxter on November 29, 2012
Please share this with your staff
Supply Management has released a list of important dates regarding 2012 year-end procurement deadlines.
To assist in processing procurement transactions for the 2012 calendar year and fiscal 2012/13 year ends, please ensure that all staff are notified of the following important dates:
Orders Requiring Tendering (>$50,000 CAD) – Purchase Requisitions will be processed on a first-in basis as expeditiously as possible. Contact Payment & Procurement Services to discuss your particular requirement.
November 30, 2012
Orders Not Requiring Tendering (<$50,000 CAD) – Last day to receive Purchase Requisitions requiring order placement prior to December 31, 2012.
**Purchase Requisitions received after the above cut-off date requiring a Purchase Order in 2012 will be reviewed on a case-by-case basis and processed as expeditiously as possible but may not be processed until January 2013.
December 21, 2012
Orders Requiring Tendering (>$50,000 CAD) – Last day to receive Purchase Requisitions requiring order placement, delivery and invoicing by March 31, 2013.
January 25, 2013
Foreign Orders Not Requiring Tendering (<$50,000 CAD) – Last day to receive Purchase Requisitions for Foreign suppliers (including US suppliers) requiring order placement, delivery, and invoicing by March 31, 2013.
February 22, 2013
Domestic Orders Not Requiring Tendering (<$50,000 CAD) – Last day to receive Purchase Requisitions for Domestic suppliers requiring order placement, delivery and invoicing by March 31, 2013.
**Clearly mark”12/13″ or “13/14” at the top of all requisitions or the requisitions will be processed in fiscal 2013/14.
**Purchase Requisitions intended for “12/13” but received after the above cut-off dates will be reviewed on a case-by-case basis and processed as expeditiously as possible but may be charged against the 2013/14 fiscal year.
Submit Purchase requisitions to email@example.com or contact 604.822.2686 (Vancouver) or 250.807.8614 (Okanagan).
By Breeonne Baxter on August 9, 2012
For HR Administrators
Supply Management has issued tips to the customs clearing process at UBC, for use by administrators at the Vancouver and Okanagan campuses.
Read the guide at the Supply Management site.
For further information, contact Allen Charuhas, Logistics Manager (604.827.4530.)
By Breeonne Baxter on May 31, 2012
For HR Administrators and all UBC staff and faculty who use DHL
If you have not been contacted by DHL or UBC Supply Management, please be advised that the new DHL account number for outbound international shipments has changed. The old account number has been permanently closed. To obtain the new account number, please see the HR Networks email of May 31, 2012, or contact Supply Management.
DHL is also phasing out Manual Waybills and will no longer be providing hard copy waybills. Natasha of DHL has offered to assist all UBC customers with familiarizing themselves with the new shipping system. Natasha can be contacted at firstname.lastname@example.org or (905) 861-3602. Please see the email below from Natasha and contact her directly should you have any questions or concerns related to the new system.
Departments should continue to provide their UBC speedcharts on all shipping and customs paperwork to help expedite the shipping/customs and payment activities related to each shipment. Your continued cooperation is greatly appreciated.
There are two main reasons behind this: the recent fraudulent activity on the UBC account and the benefits of using WebShip.
Manual waybills display the shipping account number on the transport copy of the waybill, this allows anybody who comes into contact with your package to view your account number. The transport copy of electronic waybills generated via DHL WebShip do not display the shipper account number; only the archive copy of the label that the driver takes upon receipt of your package contains the account. This ensures that only DHL see’s your account number and greatly reduces the chance of future fraudulent activity.
DHL is currently phasing out manual waybills – at the end of May we will no longer be providing manual waybills on an order basis. Manual waybills pose several problems: the opportunity for fraudulent activity, misrouted packages do to incorrect address information and incorrect destination codes, and data entry issues due to illegible writing and human error. Manual waybills also do not allow for a Piece ID- which allows you to individually track each package in a multi-piece shipment.
DHL WebShipping is a website that allows users to setup a shipping profile, save contacts, print electronic waybills, and track shipments. All of these functions can be completed from the same website. Recipient address information can be saved in an address book that allows users to efficiently complete a shipment without having to record the recipient’s address information each and every time. It also consolidates all shipments for up to 120 days, which allows a shipment to be easily tracked and viewed. Another key benefit is that the website validates the address information entered in, so there is no longer a concern about incorrect routing codes and you can be sure that your package will reach your intended destination.
Natasha from DHL can help you facilitate the transition to DHL WebShip. Contact her at (905) 861-3602 or email@example.com.
By Breeonne Baxter on February 23, 2012
For those in your department responsible for finances
This message is on behalf of Dennis Silva, Director, Supply Management.
As part of the Chart of Account reductions, there are a large number of FMS account codes which will be discontinued as of April 1, 2012 (currently marked ‘DO NOT USE’ in FMS). Purchase Orders (PO) that were issued in the past year will have been issued using some of those account codes.
To expedite the change in account codes and not impact year-end, Supply Management will be changing account codes on those Purchase Orders to one of the account codes indicated below, depending on the nature of the original PO. Due to the large number of changes required, Supply Management is not able to change account codes based on individual requests.
This change will take some time to complete due to the manual nature of the task and the volume of Purchase Orders. The change will start with the oldest PO issued and moving to the current.
If the selected account codes are not appropriate for your PO, please create a Journal Voucher to move it to the necessary account code. If your PO has already been completed and paid out, it will be closed.
Please contact Lynda Giesbrecht, Manager Purchasing Operations, Supply Management, if there any questions.
By Breeonne Baxter on February 9, 2012
Please share this with your staff and faculty
Supply Management has made changes to its list of Travel Agency Vendors. The agreement with North South Travel has been extended to December, 2012.The contract with Uniglobe Vision Travel has not been renewed.
The service fee structure has also been revised.
Full details are available on the Supply Management site.
By Breeonne Baxter on October 27, 2011
For HR Administrators
Supply Management is developing a master contract with Iron Mountain for document (paper) storage only for all UBC campuses, which will bring monthly savings to every department currently with Iron Mountain.
By placing all departmental accounts under one master contract (V8067 – University of British Columbia), departments will realize the following benefits:
Departments with an existing Iron Mountain account will receive the above savings and benefits over the next four weeks. There will be no change in the way departments currently administer their accounts with Iron Mountain. New UBC Iron Mountain accounts will receive the benefits immediately as they sign up.
Visit the Supply Management site for full details on the Iron Mountain agreement, and to learn how to create an account with Iron Mountain under the new agreement.
By Breeonne Baxter on June 23, 2011
Many departments are being solicited by companies to purchase toner cartridges for office printers and copiers.
To alleviate any questions regarding the purchasing of these consumables, Supply Management conducts due diligence on the contracted vendors and the Bookstore’s contracted suppliers to ensure that UBC understand the manufacturing process from the raw materials to the end of life/recycling process, and that environmental standards are met. Departments also realize a cost savings by obtaining toner cartridges from these contracted and pre-qualified suppliers.
For those leased Xerox devices where a department has a signed Statement of Work (SOW) or Schedule 9, toner cartridges are supplied by Xerox free of charge. Contact 1.877.526.9243. For those owned Xerox devices, replacement toner cartridges can be obtained and are charged as per the service contract. If you do not have a service contract, contact Xerox for toner replacement cost. Contact 1.800.668.0199.
For all Ricoh/Ikon/Canon leased devices, replacement toner cartridges can be obtained at no cost.
For owned Ricoh/Ikon/Canon devices, replacement toner cartridges can be obtained and are charged as per the service contract. If you do not have a service contract, contact Ricoh for toner replacement cost. Contact 1.800.430.6229.
All other toner cartridges can be obtained from:
Toner cartridges should be returned to the place of purchase for recycling. If there are any questions regarding toner cartridges please contact Supply Management at firstname.lastname@example.org.