Fiscal Year-End 2020 Reminders

With FY2020 ending in a few short weeks, it is important to note the below dates to ensure that Procurement Services can process all orders and post all transactions to Banner within the Financial Accounting deadlines:

  • Bids must be requested by Monday, August 31, 2020, at 5 pm
  • buyBama Purchase Orders must be created and approved by Monday, September 21, 2020, at 5 pm
  • buyBama Receiving must be completed by Wednesday, September 30, 2020, at 5 pm
  • Concur Payment Requests must be submitted, approved by all approvers, and to Accounts Payable for processing by Wednesday, October 7, 2020, at 5:00 pm
  • Concur Expense Reports must be submitted, approved by all approvers, and to Accounts Payable and P-Card for processing by Wednesday, October 7, 2020, at 5:00 pm
  • Banner Encumbrances will roll forward on Friday, October 16, 2020

Have you set up your Concur Mobile App?

As we continue through this phase of limited operations and remote work, the Concur Mobile App is a helpful tool that allows users to capture receipts and submit, edit, and approve expense reports and invoices from a smartphone or mobile device.  We have heard from some users that they prefer using the mobile app to approve reports as an approver over the web version of Concur.  Please be aware that you do not use your myBama credentials to log in to the mobile app as you would the web version.  You first must create a Mobile PIN in the web version of Concur, which will be used along with your full myBama email to log into the app.  For detailed instructions to get started with the Concur Mobile App, please review the UA Concur Mobile website.

P-Card Expiration and Replacement Cards

If you’ve noticed that your P-Card expiration date is nearing, you may have a few questions about how to minimize disruptions. P-Cards expire on the last day of the month listed on the front of the card. For new cards, the expiration date is the same month and three years in the future. Be sure to update this information with vendors to prevent your charges from being declined once your old card has expired. If you have any questions, please contact P-Card Services at pcard@ua.edu.

PaymentWorks

We are excited to share that Accounts Payable has implemented a new supplier information system, PaymentWorks, which will automate the vendor onboarding and update process. Using the system, vendors can submit and update their business information as necessary and also view the status of payments. For more information on the PaymentWorks system, please see the Accounts Payable Vendor Registration Website. This site includes information for vendors and employees as well as videos about the system and a user guide.

I’m a UA employee. How do I log into PaymentWorks?
You can log into PaymentWorks from the Accounts Payable Vendor Registration Website by clicking on the “Log in to PaymentWorks” button at the bottom of the screen. Log in with your myBama username and password. You can also log into PaymentWorks from myBama by clicking on the Employee Tab and then on the PaymentWorks button in the Procurement Services tile.

What training will be available for UA employees?
A PaymentWorks Initiator User Video and User Guide are available on the Accounts Payable Vendor Registration Website. For additional assistance, you can email acctspay@ua.edu or call 348-7377 to set up a one-on-one Bomgar screensharing session.

What will change for UA Employees?
All UA employees are “initiators” that will invite vendors to connect with the University through PaymentWorks. As an initiator in PaymentWorks, you can send out requests to prospective vendors so they can complete the registration process. You can do this through invitations that you send using the vendor’s e-mail address. Once you send an invitation, the vendor will have the opportunity to complete a New Vendor Registration form and submit their information. You will no longer send vendors the link to the registration site to register.

What will change for UA’s vendors?
Vendors can no longer locate UA’s vendor registration site to “self-register.” Only vendors that are invited to connect through PaymentWorks will be established as vendors. Vendors will submit and update their business information through PaymentWorks. The system includes additional functionality for vendors to view the status of their payments.

Vendor Registration and PaymentWorks

In the April 21 Procurement Services Announcement, we communicated the Payment Works system is now live for vendor onboardings.  Please note that this system has changed the process for vendors to register with UA.  Vendors can no longer use the Accounts Payable Vendor Registration site to “self-register.”  The link included on this site is for UA employees to log in to PaymentWorks and initiate invitations to vendors.  Vendors cannot use the link on the website to “self-register” as they must receive an invitation from a UA employee.  See the below FAQs.

What will change for UA Employees?

All UA employees are “initiators” that will invite vendors to connect with the University through PaymentWorks. As an initiator in PaymentWorks, you can send out requests to prospective vendors so they can complete the registration process. You can do this through invitations that you send using the vendor’s e-mail address. Once you send an invitation, the vendor will have the opportunity to complete a New Vendor Registration form and submit their information. You will no longer send vendors the link to the registration site to register.

What will change for UA’s vendors?

Vendors can no longer locate UA’s vendor registration site to “self-register.” Only vendors that are invited to connect through PaymentWorks will be established as vendors. Vendors will submit and update their business information through PaymentWorks. The system includes additional functionality for vendors to view the status of their payments.

Personal Protective Equipment (PPE)

Effective May 1, 2020, all departmental requests for Personal Protective Equipment (PPE) supplies including but not limited to masks, gloves, hand sanitizer, disinfecting wipes, etc. must be requested through logistics.ic@ua.edu.  Individual departmental purchases on p-card or other means will not be allowed.  With the limited availability of PPE items, the centralized distribution will allow the University to help each department determine their specific needs and provide those items.  Each department will be billed for the items received through a journal voucher.

When making requests to logistics.ic@ua.edu please include the Department, contact person with email address, number of employees needing PPE, purpose of PPE, and departmental FOPAL to be charged.

Latest Travel Updates from Christopherson Business Travel

As the airlines continue to update and change their policies regarding cancellations and changes due to COVID-19, we are providing the below summary that we have received from our travel agent, Christopherson Business Travel.

Delta Tickets normally expire one year after purchase, but Delta waived change fees to travel through May 31, 2022 for customers who have (1) upcoming travel already booked in April or May 2020, OR (2) existing unused tickets or canceled travel in March, April or May 2020.  New tickets purchased between March 1 and May 31, 2020 can be changed without a change fee for up to a year from the date or purchase.  If you booked a Delta flight through the Concur booking tool, Delta is waiving name change fee (this will not apply to those booked directly with Delta).

United Travelers now have until April 30th to make changes, or cancel any travel booked through the end of 2020 without fees.  This is in addition to existing waivers already in place which allow customers to change or cancel plans for travel through May 31, 2020.  Unused tickets are now valid for 24 months from the date issued.  This includes all currently valid unused tickets and all new tickets issued on or after April 1, 2020.

American The waiving of change fees for travelers who have purchased travel through September 30, 2020 has been extended.  Offer is available for any American fares, and customers will have until December 31, 2021, for future travel.  Tickets purchased on or before April 7, 2020, for travel between March 1, 2020, through September 20, 2020, will not incur a change fee prior to travel.  If customers have an unused ticket with an expiration date that is between March 1, 2020 and September 30, 2020, the value of the unused ticket can be used for travel through December 31, 2021.

Southwest Customers’ funds that have expired or will expire between March 1 –June 30,2020 will now expire June 30, 2021.  Any travel funds due to a flight cancellation between March 1 –June 30, 2020, will have an expiration date of June 30, 2021. Waiving change/cancel fees for customers travel through May 31, 2020.  Unused ticket credit from a previous flight purchase that expire between February 27, 2020, and May 31, 2020, will now expire December 31, 2020.  For unused ticket credits for flight purchases between February 27, 2020, and May 31, 2020, the credit will now have a 24 month expiration period as opposed to the typical 12 months

COVID 19 Activity Code

Purchases for Personal Protective Equipment (PPE) such as N95 masks (clinical, medical, and first responder employees) gowns, gloves, shoe coverings, etc. will be the responsibility of the requesting department. In order to appropriately track these expenses so that they are easily identifiable for reporting purposes and eligible for possible FEMA reimbursement, the University has created an activity code COVD19 for the non-central PPE purchases. These purchases should be in accordance with Procurement’s policies and procedures. When reconciling your expense report in Concur, use your departmental FOAP along with the activity code COVD19 to allow the University to track COVID-19 related purchases. For specific questions please contact the Purchasing Department.

Clarification to Travel Notice sent Monday, March 2nd – Trip Insurance and Refundable Tickets

Effective immediately, employees booking travel on behalf of the University will be allowed to purchase refundable tickets, trip insurance or other similar expenses on Chart A because of the uncertainty of the impact of the Coronavirus internationally and in the United States.

For trips that have already been booked, you can research and consider purchasing travel insurance at this time.  Costs associated with cancelled trips due to concern and uncertainty around the coronavirus are allowable.

For any purchases of travel insurance, we strongly recommend that you assess the reasonableness of the cost of the insurance relative to the cost of the ticket.  You should also carefully review the terms and conditions of the insurance to ensure it will cover the expense of the cancellation for epidemic and pandemic disease reasons.  To cover a cancellation due to an epidemic or pandemic, you may have to purchase a “Cancel for Any Reason Policy” which will be more expensive than the standard plan.  Please review all policies carefully prior to purchase.

Please note that these are temporary exceptions to the UA Travel Policy and will be rescinded when appropriate. We will communicate any further adjustments to normal travel policy procedures.

Budgetary Approvals in the Concur App

Did You Know?Did you know that when reviewing and approving Expense Reports in the Concur mobile app as a budgetary/org approver, you will only see the expenses that have been charged to your budget. This is a huge difference from the web version of Concur which will show you all items the individual included on the Expense Report even if not charged to your budget. If you are ever struggling to identify the charges that you need to review and approve, we recommend that you try the Concur mobile app! If you have not yet set up your Concur mobile app, please follow the Concur Mobile instructions on the UA Concur Mobile webpage.