Financial Affairs

PROCUREMENT SERVICES

ProCard Timleiness Compliance

Thanks to all the cardholders, approvers and budget managers who have worked to improve ProCard compliance these past few months! The March period just closed at 0.2% non-compliance, a new record low. Only 13 transactions, totaling just $221, took over 45 days to be reviewed and approved. All but six divisions had a perfect record for the month.

And on top of a stellar March, this calendar year has been a great improvement. Three months in a row is definitely a trend and your hard work is paying off!

Recent News

  • Year End is Coming

    As we approach the fiscal year end, we wanted to reminder budget managers to ensure funds are spent properly.  From the purchasing and bidding requirements policy:

    Budget managers have the fiduciary responsibility to ensure funds are properly spent, including:

    • Ensuring purchases are based on genuine need, avoiding the acquisition of unnecessary or duplicate items;
    • Ensuring that funds are not expended solely to utilize budget dollars.

    Procurement offers are variety of common tips on how to save money when spending university funds on our website.   Some include:

    • Purchases Staples brand supplies instead of name brand
    • Not purchasing toner in bulk (we get a lot of unused toner through salvage because a printer broke or was replaced)
    • Purchase Dell desktops over Apple or laptops
    • Careful considering if an employee needs a cell phone to do their job
    • Utilize DePaul’s in-house resources (copying, student temps, training, etc.) rather than pay outside vendors

    Have ideas to add?  Shoot an email to procurement@depaul.edu!

    In addition to the above, there are a few purchasing-related year end deadlines quickly coming up:

    ACTIVITY DEADLINE

    Computer orders
    Furniture orders
    Last day to enter requisitions
    ProCard approvals

    May 25th
    May 25th
    June 22nd
    July 5th (end of business)

  • Commodity Council Updates

    Commodity Councils recently began their winter meetings. The councils discussed various cost saving measures, including:

    • Promotional Items - The council reviewed a summary document of promo spend and determined a list of vendors to invite to campus to present their business model. Once that is completed, an RFP will be issued. The hope is to consolidate promotional spend with a small number of vendors to capture cost savings, service improvements and other benefits to all departments.

    • Travel - The travel council decided to begin looking into the airlines category and see where savings can be had. Procurement was tasked with researching vendors and seeing what they have to offer (price reductions, upgrades, fees, etc.).

    • Sustainability and Technology - Both councils are scheduled to meet in January. Technology to discuss printer/toner spend and look for ways to save funds. Sustainability will focus on how to reallocate physical and digital assets that are needed in one department but not others.

    If you are interested in joining any of the councils, please email Jeff Bromberek to discuss.

  • 2018 Mileage Rate

    The IRS issued the 2018 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business purposes. Beginning on Jan. 1, 2018, the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be 54.5 cents for every mile of business travel driven, up 1 cent from the rate for 2017.

  • New Staples Business Advantage Rep

    Please join us in welcoming Jim Brand as our new Staples Business Advantage Account Manager. Jim will be taking over for Michael Aulenta, known around campus as the new Staples Lady. This change took effect November 1.

    Jim Brand’s contact information:
    Office: 630-282-1589
    Mobile: 630-795-9190
    Email: jim.brand@staples.com

    Please let Natalie Max know if you have any questions.