Author: Chan Adkins

Important Update from PCS – Year End

Posted on by Chan Adkins

It is that time of year again to begin preparing for FY25 year-end, June 30, 2025.

Please remember, if you want your expenditures charged in FY25, the goods must be received, or services be performed, by June 30th. In planning your purchases and contracting during this time, please remember that this is the busiest time of year for Purchasing and Contracting Services (PCS). Please provide PCS as much advanced notice of your purchasing and contracting needs as possible during this period.

As part of PCS’ preparation for processing the large volume of year-end contracts and purchases, PCS is posting the following transaction deadlines to help ensure timely processing:

Custom Contracts Submit by May 12th
Form Contracts Submit by June 2nd
Purchase Orders Submit by June 9th
Sole Source Submit by May 1st
RFQs for Goods or Services Submit by May 9th
AP for Goods or Services Submit by April 25th
RFPs for Goods or Services Submit by April 25th

 

These timelines require a commitment from your team to be responsive to PCS questions and requests for information.

For procurements in process to be included in FY25, the resulting contract or purchase order must be submitted by the required dates above.

Important Notes!

Due to extremely high volumes, PCS cannot guarantee to meet any expedite requests made from now through the end of the fiscal year.

If your procurement requires approvals outside of PCS, additional lead time may be required.    

Please be aware that even if all procurement and contracting activity is completed by the end of the fiscal year, continued supply chain disruptions may delay delivery until well after fiscal year end.  

Smartsheet Ticket Request – Reminder

Posted on by Chan Adkins

When submitting a ticket with our new Smartsheet Forms, make sure you use your University email address – @uoregon.edu. 

Using your personal email address – @gmail, @outlook etc, can cause delays, automation issues and create lack of transparency.

If you have any questions – please reach out to us at CBSO@uoregon.edu.

Tips/Gratuities – Recent Policy Changes

Posted on by Chan Adkins
Business Expense Guidelines now show that, when hosting groups and guests with meals or refreshments, a tip/gratuity up to 20% of the charge is allowable, instead of the previous limit of 15%. See link for more info: https://ba.uoregon.edu/accounts-payable/hosting-refreshments-alcohol#Expenditure_Guidelines

Tips/Gratuities

When hosting groups or guests:

If the host can choose the amount of the tip/gratuity, then the tip/gratuity up to 20% of the charge is allowable.  (Note: The tip/gratuity is included in the travel meal per diem amount used as a reasonableness guideline).

The 20% limit does not apply when the establishment adds a service charge for larger groups in lieu of gratuity.  When the amount of the gratuity or service charge is not within the control of the purchaser, the full amount of the tip/gratuity billed by the establishment is allowable.

Note: Tips or fees for alcoholic beverage services are not reimbursable.   These costs must be separated and included with alcoholic beverage purchase (and paid from non-UO funds).