Updates & Tips

Update 1: Purchasing Decision Guide App

 

In the first “tip” of this series, we wanted to highlight the new "Purchasing Decision Guide" created by our Accounts Payable (AP), Procurement Services (PSO) and Technology (TMPE) teams that compiles essential information on "How to Make a Purchase" at RIT.

The guide offers detailed instructions and resources for submitting various requests, including honorariums, goods, services, and more. Given the complexity of different workflows, depending on the scenario, this guide is meant to help individuals navigate the processes and accurately submit requests. By following this information, you'll learn which processes must be completed and how to accurately submit these requests.

A sneak preview of the purchasing guide is below but we hope you use it to help you on future purchases!

RIT Controller Purchasing Guide sneak preview

For more information on what contracts/suppliers your department can utilize, please visit the RIT PSO Supplier Directory.

For the Community of Practice webinar outlining the Purchasing Decision Guide, please visit the CTO website. 

If you have any questions, please do not hesitate to reach out to either Accounts Payable or Procurement Services.

Thank you for your continued cooperation and support.

Best regards,

Jessica Hishman
Business Analyst/Strategic Sourcing Specialist
Procurement Services Office
Rochester Institute of Technology

Update 2: PaymentWorks: Sending a Supplier Invite

PaymentWorks: Sending a supplier invite

Last year, the University implemented PaymentWorks as its new supplier onboarding portal, to assist in validating information provided by suppliers and automating certain validation steps for checking sanction/debarred lists. This platform requires vendors to maintain and provide accurate information and allows suppliers to provide sensitive banking information for ACH in a secure environment.

Before suppliers can be paid by RIT, they are now required to register through PaymentWorks. Departmental users can easily send out invites using their assigned Initiator role. 

To create an invitation, follow these steps:

  • Check the ERP & PaymentWorks to ensure your supplier does not have an active invite.
  • From the PaymentWorks Home screen, select Vendor Master updates.
  • Navigate to the New Vendors tab.
  • Change the display setting on this page to “On-boarding Tracker".
  • Click the Send Invitation button.
  • In the new invitation window, enter the appropriate information into the fields.
    • Please ensure this information is accurate.
  • Click the Send button to save this invitation in the system (performing this action does not send the invitation to the vendor).

Your invitation has now been saved and will be forwarded to the supplier for their step of providing a New Vendor Registration (NVR). Once the NVR is received from the supplier, both PaymentWorks and RIT will review the submitted information. This process may take longer than expected, depending on the supplier’s input.

For more information on the PaymentWorks process and steps, visit the Procurement Services website.

If you have any questions, please do not hesitate to reach out. Thank you for your continued cooperation and support.

Best regards,


The Procurement Services Team

Update 3: Oracle: Supplier Status

Oracle: Supplier Status
 

Oracle is currently the true source of record for supplier information, including supplier status. To validate a supplier's status, you must first check the Oracle, as PaymentWorks (PW) does not currently have this functionality. Once you have completed this, PSO can assist with the validation and reactivation of suppliers.

The process steps are outlined below:

  • Requisitioner Action:
    • Search for the supplier by name or ID in the Oracle. 
    • If the supplier does not come up, email PSO to find out if the supplier is inactive OR needs to be onboarded via PaymentWorks. 
      • Please include the following in your email to PSO: Supplier Name, Supplier ID and the reason for needing this supplier. 
      • PSO will confirm supplier status back to the requisitioner. (supplier inactive or needs to be onboarded)
  • If Supplier is NOT in Oracle:
    • Requisitioner should check if there is an open invite in PaymentWorks.
      • If not, they should send an invite to the supplier.
        • Instructions on how to send an invite are located here. 

  • If Supplier is INACTIVE in Oracle (but previously in PaymentWorks):
    • PSO will send an email to the supplier requesting them to recheck their PaymentWorks documentation and will stress the importance of having accurate information for payment processing.
  • Supplier Action:
    • The supplier is expected to verify their information in PaymentWorks and will make updates accordingly.
  • Supplier Reactivation:
    • Once the supplier has verified their information, PSO will reactivate their account in the ERP. 
    • The supplier will then be active and available for use. 

For more information on the PaymentWorks process and steps, visit the Procurement Services website.

If you have any questions, please do not hesitate to reach out. Thank you for your continued cooperation and support.

Best regards,


The Procurement Services Team

Update 4: Competitive Procurement Policy

At the RIT Procurement Services Office, we're dedicated to supporting the university's mission by ensuring that all purchasing activities are efficient, transparent, and compliant with both university policies and federal regulations. Whether you're handling a small purchase or a large-scale procurement, we're here to guide you through the process.

Today’s tip focuses on the Competitive Bid Requirements Policy. Please download the one-page Competitive Bid Requirement Summary, located on the PSO website, as we believe this will provide a clearer understanding in a single snapshot.

  • Less than $10,000: Only one quote/proposal is needed; competitive bids are not required.
  • $10,000 - $249,999: Requires three or more written quotes/proposals from qualified sources, or one quote if it's from a Group Purchasing Organization (GPO) or the NYS Office of General Services (OGS), However, you must verify with PSO that the supplier’s contract meets bidding requirements, or a Single/ Sole Source Justification Form when applicable. Additionally, the Price Summary Form is required for purchases over $10,000 when price is not the primary factor.
  • $250,000 - $749,999: Everything from the previous threshold applies, and if it is a federal bid, it must be published and made visible to the public. Consult with PSO to update this information on the PSO website.
  • More than $750,000: Everything from the previous two thresholds applies, and approval from the BOT is required for Conflicted Parties.

The above specified limits apply to a single contract or purchase order (PO). If you are buying similar items or services with comparable scopes that collectively reach these totals, please adhere to the guidelines for the total aggregate amount.

For transactions requiring bids, departments are encouraged to consult with PSO after drafting the RFP/RFQ. PSOs will collaborate with the department to ensure the process aligns with university policies and relevant Federal regulations.

If you have any questions, please do not hesitate to reach out. Thank you for your continued cooperation and support.

Best regards,


The Procurement Services Team