Posted on MyU > Purchasing tab as of March 25, 2020.
Information for Voucher Specialists, Procurement Specialists, Cluster Directors, CFMs, RRC Contacts, and those with purchasing authority
When will accounts payable checks to our vendors/suppliers be printed? Paying the University’s bills is a very high priority. Follow your normal processes. For Voucher Specialists, Accounts Payable continues to run a modified Daily Pay Cycle as of March 23, 2020.
Paper checks will only be processed on Mondays, Wednesdays, and Fridays.
ACH payments will continue to be processed every day Monday through Friday.
V-Card payments will continue to be processed each Thursday.
Express Checks (same-day) will NOT be processed. Use form UM1734 to request a change to a voucher’s pay date to have a check printed on the next Monday, Wednesday, or Friday.
In person check pick up: Special handling checks (DS - Disbursement Services/Donhowe, EB - Morrill Hall, and SP - Saint Paul) will be available for pick up only in the WBOB first floor front lobby (1300 S 2nd Street, Minneapolis MN 55454) on Mondays, Wednesdays, and Fridays between 11:00 a.m. and 1:00 p.m. A picture ID is required for check pick up.
How do I scan from home for vouchers or expense reports (PCard)? If you don’t have access to the desktop Perceptive Content client, use the email feature after the voucher has been entered.
email@example.com for voucher-related backup
firstname.lastname@example.org for PCard-related backup
I cannot scan PCard receipts from home, do I need them? Yes. Take a photo with your cell phone and send them in that way (email to yourself, upload to computer, or email to your preparer, as usual). If you don't have a cell phone with a camera or are without any other way to take an image of the receipt, use the “statement in lieu of receipt” process (this should be the last resort; be sure to keep and turn in all receipts when University offices re-open).
Can we pay for cell data overages, temporary data plan upgrades, or wifi hotspots? UPDATED 3/18/2020 If supervisors feel it is necessary and appropriate, and the employee has no other form of connectivity. Any approved cell phone/cell plan data charges should be an exception that applies for this situation only. If there is an option to upgrade a cell phone data plan/cell phone service instead of incurring incremental costs, and the unit approves the cost, choose the least expensive option. The supervisor and employee should come to an agreement about usage, if incremental charges will be involved. For example, if an employee were to use a cell phone as a hotspot every day for 8 hours a day and is paying for “over the data limit” minutes, it could be a big expense. Some cell carriers have made temporary changes to their plans to allow “unlimited” data in some circumstances (people should check with their cell carrier). As with any purchase, make sure to seek approval from your department’s leadership before making any purchases. Installation of, and upgrades to, residential internet connectivity are unlikely to be approved.
Can mission-critical items be shipped to individual employee homes? UPDATED 3/18/2020. Normal purchasing processes need to be followed (get permission before ordering items) so the answer may be yes or no. In general, items required for continued mission critical work may be shipped to an employee's home for the duration of the COVID-19 situation, provided the purchase follows the normal procurement processes. Be prudent. (If the item is intended to stay at the employee’s home permanently, this is a personal expense and should not be paid for by the University from any funding source.) Discuss purchases with your supervisor and get permission first, before making a purchase. If it is typically allowable, seems reasonable, is a prudent use of funds, be frugal. For example, question whether ink/toner and printer paper is needed to print at home, ask the questions: what are you printing, who is it for, why to be sure it is truly necessary for your department’s operations. Finally, if given permission to make a purchase, proceed with the expectation that whatever is purchased needs to be returned to the University when the University returns to regular operations.
Can I request an increase on my PCard limit? The normal purchasing process should be followed as much as possible. As always, limit increase requests for one-time transactions or specific activities are considered. Make the request to your Department Card Administrator (DCA). If approved, the DCA will send the request to email@example.com. Requests for large limit increases for normal unit purchasing activity should be rare. Your college’s Chief Financial Manager may request a limit increase for reasons other than one-time transactions or specific activities. The request will be reviewed by Finance leadership.
Can a PCard or Travel Card be mailed to a home address? Normally this is not allowed but during this period where people are working from home, yes. Purchasing Services can have the card sent to the cardholder’s home address. When normal operations resume, Purchasing will update the mailing address to the cardholder’s office address.
For those involved with departmental deposits:
Will there be any change in scheduled for cash deposit pickups from the drop boxes? Brinks will be picking up from the Phillips-Wangensteen Building (PWB) drop box once a week. (Updated 3/25/2020 at 7:45 a.m.)