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Purchasing

College of Engineering Purchasing and Accounts Payable Shared Services

 

ANNOUNCEMENT:

 

Reminder: COE Shared Services & Purchasing Closed on April 2, 2025

 

New Unauthorized Purchases Process

The process of documenting and requesting payment for unauthorized purchases is changing as of Friday, January 17, 2025.

 

Meals & Incidental Expense for Travel 

Effective Oct. 1, 2024, the maximum daily meals and incidental expense reimbursement for continental United States (CONUS) travel under 30 days is now capped at $92, up from $79. The increased rate will be applicable to new expense reports. As a reminder, only actual expenses may be claimed. The UC does not provide a traditional “per diem”.

 For more information, visit our Travel Meals and Incidentals web page or contact expensehelp@ucdavis.edu. UC Davis Health Travel and Entertainment questions can be directed to hs-aggietravel@ou.ad3.ucdavis.edu.

 

Shared Services Closure Tomorrow

The Shared Services team will be away for a retreat Sept. 18 from 11:00 a.m.-3:30 p.m. All inquiries received during this time will be addressed the following business day. 

 

Shared Services -Purch & AP Fiscal Close deadlines 2023-2024 (Some dates may change)

Kindly refer to the Shared Services -Purch & AP Fiscal Close deadlines adhering to the Supply Chain Management’s schedule:

  1. Supplier set up requests and supplier edit requests in Aggie Enterprise for Requisitions & Purchase Agreements that require approval from Procurement and Contracting Services, SSU must receive the approved request in OPP with complete documents by May 24, 2024 to meet the June 3, 2024 SCM deadline.
  2. Supplier set up requests and supplier edit requests in Aggie Enterprise for Automatic Purchase Order (REQs) and Non PO Payment Request documents, SSU must receive the approved request in OPP with complete documents by May 24, 2024 to meet the June 3, 2024 SCM deadline
  3. Invoices and Non PO Payment requests, SSU must receive the approved request in OPP with complete documents by Jun 3, 2024 to meet the June 14, 2024 SCM deadline
  4. Travel and Entertainment & Supplies reimbursements, SSU must receive the approved and completed documents in OPP by June 10, 2024 to meet the June 21, 2024 SCM deadline. Department must approve the Reports in Aggie Expense by June 21,2024 by 5pm
  5. Last day to submit a request to close Purchase Orders in Aggie Enterprise is 6/21/2024
  6. No deadline for Requisitions that will route to the SCM buyers. SSU team will continue to process and the buyer will do the same on a first in, first out basis until the June 28th deadline.

 

Please refer to the Supply Chain Management website for more Fiscal Close details.

The university's definition of an emergency includes the following conditions:

  • Life threatening situations for human and/or animal life.

  • Catastrophic events such as, flood, fire, earthquake or other natural disasters that pose a threat to human and/or animal life, adversely affect the university mission, or threaten university property.

  • Critical equipment failure, either on or off campus, that seriously increases the risk exposure of the university or may cause an extraordinary impact on funding.

  • Organized labor strikes, of local, regional or national scope.

  • Weather conditions affecting agriculture, human and animal shelter, and construction.

  • Public safety incidents that seriously increase the risk exposure of the university or threaten life or property, such as riots, criminal acts, and terrorist actions.

          The following normally do not constitute an emergency:

  • Incentives such as, sales, discounts, short term promotions, price/quote expiration, provided by supplier for the purpose of meeting supplier sales quotas.

  • Receipt of funding authorizing equipment and supply purchases.

  • Unsupported need.

  • Travel deadlines.

 

Domestic Lodging rate per night

CONUS - maximum nightly rate is $333 (not including taxes and fees) as of January 1, 2024

 

No Meal Allowance Max with Olive & Vine

Effective Jan. 1, 2024, catering by Olive & Vine (UC Davis Dining Services) is exempt from Entertainment meal allowance maximums.

Maximums for meal allowances outside of Olive & Vine remain unchanged at:

  • Breakfast: $31 per person
  • Lunch: $54 per person
  • Dinner: $94 per person

Light refreshments: $22 per person

 

SSU Winter break closure

Shared Services - Purch & AP Unit is closed the week of December 25th - 29th, 2023 for the Winter break.

 

Aggie Enterprise COE Shared Svc-Purch & AP deadline dates for Departments

In preparation for the Aggie Enterprise system cut over & go-live date on January 3, 2024, please see the following Shared Services-Purch & AP deadlines in order to meet the Supply Chain Management's deadlines:

Nov 3’23 – last day to submit a request for a new supplier record or request edits to an existing record to meet the Nov 9th SCM deadline.

Nov 10’23 – last day to create new Requisitions and Purchase Agreements with complete documents in KFS to meet the Nov 22nd SCM deadline.

Dec 1’23 – last day for the departments to approve the Requisitions & Purchase Agreements in KFS.

Nov 27’23 – last day to create and approve Aggiebuy requisitions to meet the Dec 8th SCM deadline.

Dec 11’23 – last day to create a Disbursement Voucher (DV) with complete documents to meet the Dec 18th SCM deadline.

Dec 4’23   -   last day to process with complete documents/info for T&E/cash advance requests in Aggie Expense to meet the Dec 14th SCM deadline. Processing of Travel & Entertainment and cash advance requests resume on Jan 15’24.

Notes:

  1. SSU will continue to process pcard orders.
  2. Rush or Emergency order requests after Nov 10th need to provide a justified reason. Nov 10th to the 22nd, SSU can still process the rush order in KFS. Requests after Nov 22nd, SSU will have to send a request to procure-help@ucdavis.edu with the order details or fill out an online form for the order request.
  3. What constitutes a Rush or Emergency order request: By campus policy, emergency situations include: 1) life threatening; 2) catastrophic events; 3) critical equipment failure; 4) organized labor strike and 5) public safety. The following does not constitute an emergency; 1) incentives such as sales discount and quote expiration; 2) late receipt of funding; 3) unsupported need; or 4) travel deadline.
  4. The deadlines provided are subject to change based on SCM's updates

 

Aggie Enterprise Cut Over dates

Beginning in November and continuing through the end of December, some of Supply Chain Management’s systems and processes will need to be halted to prepare for the go-live of Aggie Enterprise in January 2024. This includes deactivating the Kuali Financial System (KFS) and AggieBuy. In addition, AggieExpense will be temporarily unavailable for reconciliation activities.  

Below are just a few of the deadlines:

  • Last day for adding or updating a supplier                November 9, 2023
  • Last day for new requisitions and agreements          November 22, 2023
  • Last day for new AggieBuy requisitions                    December 8, 2023
  • Last day for processing a Purchase Order invoice    December 11, 2023
  • Last day for submitting AggieExpense reports          December 14, 2023 

You’ll find more detailed information and a full list of important dates on our deadlines webpage. Please review them carefully and start planning now for the transition

 

Shared Services -Purch & AP Fiscal Close deadlines 2022-2023

Kindly refer to the Shared Services -Purch & AP Fiscal Close deadlines adhering to the Supply Chain Management’s schedule:

  1. Supplier set up requests and supplier edit requests in Kuali for Requisitions and Purchase Agreements that require approval from Procurement and Contracting Services, SSU needs to receive the approved request in OPP with complete documents by May 22,2023 to meet the June 1,2023 SCM deadline.
  2. Requisitions that will require approval by Procurement and Contracting Services and Purchase Agreements for active vendors in KFS, SSU needs to receive the approved request in OPP with complete documents by May 29,2023 to meet the June 9,2023 SCM deadline
  3. Supplier set up requests and supplier edit requests in Kuali for Automatic Purchase Order (REQs) and Disbursement Voucher documents, SSU needs to receive the approved request in OPP with complete documents by June 5,2023 to meet the June 15,2023 SCM deadline
  4. Travel and Entertainment & Supplies reimbursements, SSU needs to receive the approved and completed documents in OPP by June 12,2023 to meet the June 23,2023 SCM deadline

Please refer to the Supply Chain Management website for more Fiscal Close details.

Thank you.

 

SSU Winter break closure

Shared Services - Purch & AP Unit is closed the week of December 26th - 30th, 2022 for the Winter break.

 

COE RECEIVING  WINTER CLOSURE

Shared Services Unit will suspend placing orders beginning Dec 16th because of COE Receiving's Winter closure from Dec. 23, 2022  - Jan 2, 2023 to avoid packages from being sent back to the vendor for 'undelivered' reason.

 

Winter Holiday Deadlines

In line with the Supply Chain Management’s upcoming purchasing winter holiday deadline on December 7, 2022 at 5:00pm, the following department approved and completed documents  must be in the Prepurchasing System (OPP) by November 30th (Wed) by 5:00pm. It will give the Shared Services Purchasing & AP  team  time to process and route to SCM on or before the specified deadline.

  1. KFS Requisitions (REQs) requiring review and approval by Procurement and Contracting Services, this includes service and repair
  2. Purchase Agreements (PA)
  3. Vendor Requests associated with those REQs and PA documents

Refer to Supply Chain Management's Winter 2022 Holiday Schedule including Mail Services.

What is the definition of an Emergency?

The university's definition of an emergency includes the following conditions:

  • Life threatening situations for human and/or animal life.

  • Catastrophic events such as, flood, fire, earthquake or other natural disasters that pose a threat to human and/or animal life, adversely affect the university mission, or threaten university property.

  • Critical equipment failure, either on or off campus, that seriously increases the risk exposure of the university or may cause an extraordinary impact on funding.

  • Organized labor strikes, of local, regional or national scope.

  • Weather conditions affecting agriculture, human and animal shelter, and construction.

  • Public safety incidents that seriously increase the risk exposure of the university or threaten life or property, such as riots, criminal acts, and terrorist actions.

The following normally do not constitute an emergency:

  • Incentives such as, sales, discounts, short term promotions, price/quote expiration, provided by supplier for the purpose of meeting supplier sales quotas.

  • Receipt of funding authorizing equipment and supply purchases.

  • Unsupported need.

  • Travel deadlines.

 

Norma Andrade Promoted to Shared Services Procurement Supervisor
Andrade will supervise the purchasing and accounts payable specialists and manage and process high-dollar procurement. She has vast experience in customer service, leadership and procurement policies and procedures in the college. Her first day will be September 19,2022

 

 

UC Announce Increase to Meal Rates for Travel and Entertainment

In response to soaring food prices, UC has increased the maximum per person amounts for the reimbursement of travel and entertainment meal expenses. These rates apply to travel and entertainment reports submitted in the AggieExpense system after Sept. 9, 2022.

Meal reimbursement for Travel under 30 days within the lower 48 states is now capped at $79 per day of travel, up from $62. As a reminder, only actual expenses may be claimed. The UC does not provide a traditional “per diem”.

The maximum meal rates for entertainment and business meeting meals are as follows:

Breakfast                               $31 (previously $28)

Lunch                                     $54 (previously $49)

Dinner                                    $94 (previously $85)

Light refreshments              $22 (previously $20)

These amounts include the cost of food and beverages, labor, sales tax, service, and delivery charges, but not any room or equipment rentals.

For more information, visit our Travel Meals and Incidentals web page and the Allowable Entertainment Expenses page or contact expensehelp@ucdavis.edu. UC Davis Health Travel and Entertainment questions can be directed to hs-aggietravel@ou.ad3.ucdavis.edu.

 

Fiscal Close 2021-2022 Deadlines

Kindly refer to the following deadlines adhering to Supply Chain Management's schedule:

  1. Supplier set up requests and supplier edit requests in Kuali for Requisitions and Purchase Agreements that require approval from Procurement and Contracting Services, SSU needs to receive the approved request in OPP with complete documents by May 23,2022 to meet the June 1, 2022 SCM deadline.
  2. Requisitions that will require approval by Procurement and Contracting Services and Purchase Agreements for active vendors in KFS, SSU needs to receive the approved request in OPP with complete documents by May 30,2022 to meet the June 10, 2022 SCM deadline
  3. Supplier set up requests and supplier edit requests in Kuali for Automatic Purchase Order (REQs) and Disbursement Voucher documents, SSU needs to receive the approved request in OPP with complete documents by  June 6,2022 to meet the June 15,2022 SCM deadline
  4. Travel and Entertainment & Supplies reimbursements, SSU needs to receive the approved and completed documents in OPP by June 13,2022 to meet the June 27,2022 SCM deadline

 

Please refer to the Supply Chain Management website for more Fiscal Close details.

 

Submit Requisitions, Purchasing Agreements and Vendor Requests by December 1,2021

  • All requisitions—including service and repair—purchasing agreements and associate vendor requests must be uploaded in the Prepurchasing system (OPP) by Wednesday, December 1 by 5 p.m. so the  shared services purchasing and accounts payable team has time to process orders ahead of Supply Chain Management’s purchasing winter holiday deadline. [more…]
  • Transaction time for placing orders is 3-5 days, but 5-10 days for travel, entertainment and supplies reimbursement [link] unless there is an emergency [link]. Be sure to upload all documents [link] and fill in all appropriate fields in the pre-purchasing system (OPP) to ensure timely processing.

 

EFFECTIVE IMMEDIATELY: University of California has implemented a new policy on Purchases / Services that are $10,000 up to $250,000 called Small Business First. The policy is effective August 12,2021.

To learn more about Small Business First on the Supply Chain Management Purchasing Compliance with Small Business First webpage. If you have questions about Small Business First, please contact FOA-UD-SSO-SmallBusiness@ou.ad3.ucdavis.edu

 

COE-SS Purchasing Process changes in response to COVID-19. 

Please click this link : https://ucdavis.box.com/s/s7f6e60us2ztivue55s7z5uqwdm8dy1w

 

Information on accessing and how to use the OPP system:

Get started:  Prepurchasing Info Handout

Login:  Online PrePurchasing

AggieExpense Tutorial link:

https://supplychain.ucdavis.edu/travel-entertainment/aggietravel/tutorials

 

PURCHASING & REIMBURSEMENTS

 

Location:

2037 & 2039 Academic Surge

Remote Core Hours of Operation:

Monday Thru Friday 9:00am to 4:00pm

 

Engineering Shared Services Team members:

 

Irma Cerna, Purchasing and Accounts Payable Specialist
imcerna@ucdavis.edu (530) 754-0442

Jill Kessler, Purchasing and Accounts Payable Specialist
jmkessler@ucdavis.edu (530) 754-0441

Marcie Valenzuela, Purchasing and Accounts Payable Specialist
mmvalenzuela@ucdavis.edu (530) 754-0437

Irma Gonzalez, Purchasing and Accounts Payable Specialist

itgonzalez@ucdavis.edu (530) 754-0439

Isabelle Soukphaly, Purchasing and Accounts Payable Specialist

isoukphaly@ucdavis.edu (530) 752-9052

 

NOTE: Please use the unit’s group email for questions or follow ups: coe-purch@ucdavis.edu

Unit Supervisor

Norma Andrade, Purchasing and Accounts Payable Supervisor
nandrade@ucdavis.edu, (530) 754-0440

 

Unit Support

Pia Flory,  Purchasing and Accounts Payable Team Support
paflory@ucdavis.edu , (530) 754-0432

 

Unit Manager

Melanie Clague, Director of Shared Services Purch & AP

mclague@ucdavis.edu