My requisition is in BCM Error Status. What does this mean and how do I fix it?
There are two main causes of a BCM error on a requisition.
I'm not set up to approve requisitions in PeopleSoft… can Procurement approve one for me?
Procurement does not have the authority to “approve” any department's requisitions. A separate “requestor” and “approver” must be identified for each department.
How do I know when to use a capital account or a non-capital account on my requisition?
Use a capital account only when a unit price of something you are buying is greater than $5,000 (buying a server for $6582). If the unit price is less than $5,000, you should use a non-capital account, EVEN if the total of the order is greater than $5,000 (buying 4 computers for a total of $8,000, but the unit price is $2,000 for each computer). See the Capital vs Non-Capital Account Quick Reference Card for details on specific accounts to use.
What is the required format for entering requisitions for maintenance agreements?
In order to reduce vendor confusion on purchase orders for maintenance agreements,
we would like to see the following format on these requisitions entered in the future (This is in the description field on the non-catalog request).
Maintenance Agreement for the Period 7/1/xxxx through 6/30/xxxx
Make, Model
S/N: (serial number)
Location: physical street address, building room, building number
.
If you have multiple machines of a type, for example 8 printers, following is the preferred format for entering that requisition (you do NOT need to enter 8 requisitions or 8 lines on a requisition). Be sure to list make/model/serial number/location for each piece of equipment in the description:
Example:
Maintenance Agreement for the Period 7/1/2008 through 6/30/2009
#1) Make, Model
S/N: (serial number)
Location: physical street address, building room, building number
#2) Make, Model
S/N: (serial number)
Location: physical street address, building room, building number
Quantity = 14, UOM = Ea, Price = Cost for the agreement on one piece of equipment
Remember you can use the Additional Information box to continue your descriptions.
How do I change my defaults (MoCode, PS Account, Ship To Code) after I've been given access?
When the Security office in Columbia sets up access to eProcurement, they use the default values provided on the ePro Security form.
Once this access is granted, any future changes to these defaults can be completed by Procurement Services. The requester's approver should email Procurement (Krista Young, Jim Shatto, or Catherine Barker) and include the requester name and the new default value(s) desired.
The bid limit is $10,000. We use the total cost of the order, not individual item costs, to determine when a bid is required.
Note: This limit applies only to non-catalog requisitions in eProcurement.
Are all contracts mandatory/exclusive?
While university contracts are not “exclusive,” these goods or services have been competitively bid in the marketplace, providing you the best price and performance from our contracted vendors.
I need to contact the bank. How do I reach them?
JPMorgan Chase can be reached at the following numbers:
How do I make changes to my purchasing card?
Complete a Purchasing Card Change Form. (This can also be found in the Purchasing Card and Forms sections of our web page.) This form can be filled out online, or printed and filled out by hand. It will require the signature of the cardholder and the approving official. Send it Krista Young at GSB 108. This form can be used to change: name, address, phone, and credit limits (temporary and permanent).
What do I need to do with my purchasing card if I transfer to another department?
If you will not be needing a purchasing card in your new position, complete a Purchasing Card Change Form and send it to Procurement. If your new position requires you to have a purchasing card, you will still need to have your original account cancelled. Purchasing card policy requires that account to stay with that department. You will need to submit a new application for a card in your new department. You will not be required to go through training again, unless you wish.
What is the transportation option that's available on the purchasing card?
The transportation option allows a cardholder to put airfare, bus and rail tickets, and pre-arranged shuttle services on their purchasing card, which will then be paid by the University. Please note that hotel, car rental, and meals while travelling are NOT allowed on the purchasing card, even if you have the transportation option.
How do I get the transportation option added to my card (or deleted from my card)?
Complete a Purchasing Card Change Form and check either the 'add' or 'delete' box. It will require the signature of the cardholder and the approving official. Send it to Krista Young at GSB 108.
My card is about to expire. How do I get a replacement for it?
Cards always expire on the last day of the month/year listed on the card, not the first. So if your card expires 03/07, it will be good through 31 March 2007. You will not need to do anything to get a replacement card - this is an automated process done by JPMorgan Chase. They will send replacement cards to the Procurement Office approximately 4-5 weeks prior to the expiration of the card. So in the example above, a replacement card should arrive either the last week of Feb 2007 or the first week of Mar 2007. Once cards arrive in Procurement, cardholders are notified by email that their replacement cards are available for pickup.
Can I use my purchasing card for purchases over $5,000?
No. While each cardholder may not have the same single transaction limit, no one can make a purchase greater than $5,000. This is the total that is used by the system to classify a capital asset. Ex: Buying $7,000 worth of goods by running $4,000 and $3,000 transactions. If you have a purchase which exceeds the $5,000 limit, you should use a purchase order or non-PO voucher, whichever is more appropriate. Stringing purchases is prohibited and will result in suspension or cancellation of your purchasing card.
Can I use my card to pay for conference registration fees?
Try using your purchasing card first. If it doesn't work, and you have a travel card, try the travel card. It just depends on how the organization has been coded (MCC) to the bank. If both are declined, contact the UMKC card administrator at 235-6299 or enter a requisition.
I can't find my receipt. What do I do?
If you do not have a receipt for a purchasing card transaction:
What do I do if my card is lost or stolen?
Contact JPMorganChase immediately at 800-270-7760 so they can close your account(s) and reissue replacement cards. Then call the UMKC card administrator at 235-6299. Changes will need to be made to your new accounts in PaymentNet so that your approving official is able to see charges.
What do I do if my card is declined by a vendor?
You can call JPMorganChase at 800-270-7760 to find out the reason it's been declined, or call the UMKC card administrator at 235-6299. The most common reasons for decline are: incorrect expiration date, invalid MCC, limits exceeded, or the card has not been activated yet. These declines can typically be corrected easily. If the blocked MCC is justified, the administrator may override it, allowing the transaction to be approved.
What do I do if I'm charged sales tax?
If you've been charged sales tax, contact the vendor directly for a credit to your account. If they need proof, you can usually fax them a copy of our certificate. If they are still unwilling to issue a credit, be sure to document your attempts on your statement of account before sending it to accounting. If you are making a purchase from the state of Missouri, we are tax exempt in all 50 United States. Some vendors will accept the tax ID number printed on your purchasing card, others will insist on seeing a copy of the certificate. We also have laminated, business card sized copies of the tax letter that are available if you need one. If you are traveling and making a purchase with your purchasing card, we may or may not be exempt on purchases originating from other states. The UM Controller's Office has a list of tax exempt letters we have on file for other states (CO, FL, ID, IL, KS, KY, MI, MN, ND, NY, OH, RI, TN, TX, WI). This site also lists states that do not have sales tax, as well as those for which we do not qualify for exeption. Also note this exemption only applies to state taxes. We are still required to pay local, city, and federal taxes.
How do I close my account if I no longer need it, or am leaving the university?
Complete a Purchasing Card Change Form and check the 'cancelled' box, also filling in a reason for the cancellation. It will require the signature of the cardholder and the approving official. Send it Krista Young at GSB 108.
Are there any additional fees associated with International purchases?
Yes, there can be. Any time you make a transaction in a foreign currency or outside the U.S., there will be a charge assesed by JP Morgan Chase. MasterCard International will convert the transaction into U.S. dollars by using its respective currency coversion procedures. They will charge 1% of the U.S. dollar amount of any international transaction, whether that transaction was originally made in U.S. dollars or was made in another currency and converted to U.S. dollars by MasterCard. The same process and charges may apply if any international transaction is reversed. This transaction fee went into effect 2 April 2005.
What do I do if I'm unavailable to sign my Statement of Account?
When a cardholder will be out of the office, for whatever reason, during the reconciliation period on the purchasing card (i.e. the 24th or 25th through the 10th - whatever the end of the cycle and accounting deadline happen to be), the cardholder should leave a letter of proxy with his/her approving official. This letter should state the reason the cardholder will be unavailable, specifying the date range, and give proxy signature rights for that billing cycle to a specifically named person. This letter must be signed and dated by the cardholder and attached to the statement for that billing cycle. This should be done for EACH billing cycle where the holder will be unavailable during that approximate 2 week period. A "standard" letter for an entire year is not acceptable.
My password doesn't work in PaymentNet. Can I reset it?
You can reset your password at any time by going to www.paymentnet.com and clicking the link "Forgot your Pass Phrase?"
The PaymentNet server will assign a random password and email it to you. These are usually a combination of capital/lowercase letters, numbers, and symbols. To avoid type-os, we recommend copying the password from the email and then pasting it into the login page of PaymentNet.
Note: If you have had 10 or more failed login attempts, PaymentNet will lock you out of your account as a security precaution. Contact Krista Young (x6299) to have your account released.
I have a new MoCode, but it's not working in PaymentNet. What do I do?
New MoCodes are not automatically entered into the PaymentNet process. They must be manually uploaded by the Columbia campus. Send an email to Krista Young with a list of MoCodes and she will contact the appropriate person.
How do I find out what my billing address is?
How do I found out what my limits are?
How do I find out what my default MoCode and PS Account are?
Is there a way I can tell if I have the transportation option on my card?
You can see your billing address, limits, MCC assignments (i.e. if you have transportation), and default MoCode and PS Account in your PaymentNet profile.
For navigation and to see an example, see pages 16-17 of the PaymentNet Manual.
How do I look up my available balance for the rest of this cycle?
At any time a cardholder (or his/her reviewer or approving official) can run a report in PaymentNet to find out what the current available balance is - i.e. how much of your credit limit is left for the month.
(Approving Officials: choose All Reporting)
(Approving Officials: can run for their entire dept by choosing "Acct #" "begins with" "5")
How often and when are equipment inventories done?
Auditors require that the University of Missouri complete inventory queries twice each year. These will be completed approximately each April and October. Queries on the Kansas City campus are done electronically by completion of a password-protected spreadsheet.
Can I update my inventory between inventory requests?
Yes! Inventory changes can be done at any time of the year, not just during the inventory process. In fact, inventory process are move effienct (faster and easier) if inventory is kept up to date through the year. By using Form 27, changes can be made at any time for equipment that needs to be retired (surplus, cannibalized, traded in, etc), moved location in the same department, or transferred from one department to another.
How do I fill out Form 27 to change the status of my inventory?
View the Form 27 Instructions.
Does the warehouse still pick up boxes of documents that departments want destroyed?
No. Effective Feb 2006, we have a shredding contract with Cintas. Cintas will provide security containers at your request. They will pick up the bags, once full, and destroy in their truck on-site. For each bag they will charge $7.00. They will also provide certification that security trash is being handled in a confidential manner. Please work with Cintas to set up your departmental account. You will then determine how pickup is handled based on your usage.
To establish service contact their Security Consultant, Jason Houston at (913) 438-4000.
How do I get hardcopies of forms?
Hardcopy forms are managed by the Addressing Services Department. Please make all requests to LuAnn Breckenridge at 235-6536.
Do departments still send all surplus requests to the warehouse and what is the proper procedure?
Yes, departments will still continue to send their surplus request to the warehouse. We now use a Form 27 to report items for surplus. For help on this matter please contact the surplus manager, Jonathan Young, at 235-1396. Once the form is in possession, complete all areas on the form accordingly and fax a copy, attention Jonathan Young, to the Procurement/Warehouse fax number at 235-5552. For all questions concerning surplus items or surplus forms, please call 235-1396. Note to all faculty, staff, and students: Any items that departments want to get rid of that are some type of furniture, computer equipment, etc, should not be placed in the hallway or thrown out for trash unless authorized by the surplus department.
How do I know when the next department viewing or UMKC auction will take place?
"Formal" department viewing is usually scheduled two to three weeks before an upcoming auction. (You may also view available surplus at any time by contacting Jonathan Young, Surplus Manage, to arrange a time to view what we have.) Departments can check the Surplus section of the Procurement website for updates for the next viewing or the next auction. The public can also check the website for auction information. For all questions concerning the department review or upcoming auctions, please contact Jonathan Young 235-1396.
If I have to buy something out of pocket, how do I get reimbursed?
Effective 1 June 2004, petty cash (as a cash reimbursement) was discontinued at UMKC. Petty cash was replaced by a process through the Accounting office to reimburse small purchases of $100 or less, which cannot otherwise be made by the use of the Purchasing Card, by using a non-PO voucher. All reimbursements must be documented as an “emergency” purchase and the reason for the purchase must be documented on the voucher. In most cases, reimbursements will be issued in the form of an ACH electronic funds transfer. For more information, view the Emergency Reimbursement Policy document.
What hotels offer special rates for the University if we need arrangements for guests in town?
The University of Missouri has a Preferred Provider Program, which includes several Kansas City area hotels, and offer guests the lowest available corporate rate. Click here for a list of Missouri hotels in the program.
What advantages are there to the Corporate program at The Parking Spot when I park at the Kansas City International Airport?
(This service is not just “on the lot” but at YOUR car. And if it’s late at night, the driver will wait until your car starts just to be sure everything is OK)
(Exception: During the Thanksgiving and Christmas holidays, Exec members may still be turned away.)
Lastly, with amenities like a free USA Today in the morning*, cold bottled water at exit and the Spot Club Exec program; you won't want to park anywhere else.
To learn more about The Parking Spot, visit www.theparkingspot.com
NOTE: Students may use the discount by showing their UMKC Student ID when they check in. Students are not eligible for the SpotClub Exec card or Frequent Parker Program.
What temp agencies can I use if I need temporary help in my office?
We do not currently have contracts in place with any temporary agencies. We have worked with the following agencies in the past. You are free to use any of these agencies, but will need to negotiate your own terms and contract.
Temp Agency Name |
Contact |
Phone |
Ajilon Office & Finance |
Jill Seelev or Tina Fuhro |
816-421-8800 |
Allied Staffing (formerly BesTemps Inc) |
Joann Sands |
816-254-8844 |
AppleOne Employment Services |
Michelle "Chellie" Becker |
913-383-1325 |
Business Personnel Services Inc |
Kimberly Campbell |
816-356-7666 |
Chase Staffing |
Sheri Gambino |
816-878-6270 |
DES Staffing Services Inc |
Beth Stoklasa |
816-531-8006 |
Nextaff |
Amy Tevis |
913-562-5630 816-739-2728 cell |
Office Team |
Molly Gardner |
816-421-6623 |
Perfect Personnel |
Carolyn Hawkins |
816-554-7700 |
Placement Pro |
Chastity Filion |
913-722-4200 |
Plaza Personnel Ltd |
Haylee Kelley |
816-531-4252 |
Quality Hill Associates |
Yvonne McCay |
816-471-3661 |
Skilled Office Services |
Janice Joiner |
816-358-2339 |
Stivers Staffing Service |
Sharon Meyer |
816-756-3377 |
Technical Works Inc |
Jim Reyes |
800-636-2572 |
How do I get record boxes when I need to store some of my files?
To comply with the Records Center located in Columbia , we have made available the correct storage boxes that are to be used. The storage boxes are 10” x 12” x 15” with an attached flip top lid are available through Columbia General Stores. This is the same box that was available through our UMKC Storeroom. Storage boxes stocked by Corporate Express and Office Max do not comply with the Records Center requirements.
1) |
Fill out an Internal Order Form |
2) |
The item number for the 10” x 12” x 15” storage box is 0076A, cost is .93 each. |
3) |
Fax the form to the Columbia General Stores at 573-884-1803 or mail via campus mail to 113A General Services Building , Columbia or email the form to bakerl@missouri.edu . |
4) |
The product will be shipped to the department via the mailroom. |
How do I get record boxes to storage once they're full?
The mailroom transports up to 15 storage boxes per day to Columbia via the daily courier run. The mailroom will pick up records boxes from your office for $1 per box, or you may deliver them to the mailroom free of charge. There is no fee for the transportation to Columbia.
Recycling is now managed by the CFM Custodial Department. For all requests or questions about recycling, please call 235-1620.
How do I recycle the ink cartridges for my inkjet printer?
The Procurement Office can provide two methods of recycling your inkjet cartridges. We have boxes that hold 24 cartridges and can be mailed in once the box is full. We also have display cases that hold a roll of pre-addressed plastic mailing envelopes. These envelopes each hold one cartridge and can be dropped in the mail at any time, no postage needed. Contact anyone in Procurement to obtain the boxes or bags.
How do I get rid of my toner cartridges?
All toner cartridges need to be put in a toner box, and placed on or near the closest recycling container located in the hallway. Cartridges will be picked up when recycling material is picked up.
What are expected turnaround times for Procurement Processes?
As part of our mission and goals, Procurement Services has established a set of turnaround times for several of our common processes. Here's what they are:
Process Description |
# Business Days |
Sourcing a purchase order from a valid* non-catalog requisition |
1-2 |
Sourcing a PO from a valid* catalog requisition (Show Me Shop) |
within 12 hours** |
Processing a bid PO (includes typing, mailing, closing, and getting re-cap to dept) |
15-30 |
Sending purchasing card applications to the bank for processing |
1-2 |
Completing purchasing card change forms |
within 24 hours |
Scheduling training from initial request |
1-5 |
Processing surplus reqs (pickup or delivery) |
5-7 |
Tagging of capital assets (from notification of readiness) |
5-7 |
*"Valid" means the requisition has been approved and has been successfully budget checked
**Catalog requisitions that have been approved are picked up for processing 5 times a day:
10:00 am, 12:00 pm, 2:00 pm, 4:00 pm, and 11:00 pm
Requisitions approved by these deadlines are automatically picked up by a PeopleSoft process that
budget checks, sources into a PO and sends to SciQuest for distribution to the vendor -
a process which usually takes less than 15 minutes.
