Betty Sandifer
Director
University Purchasing and Accounts Payable supports the university community through purchasing all goods and services, providing expertise and guidance to customers and vendors and paying vendors and employees promptly. Purchasing and Accounts Payable is a part of Finance and reports to the Chief Financial Officer.
Buyer Assignments Have Changed
One of our senior buyers, Lyn Bowers, is retiring. The departments that Lyn worked with have been re-assigned to new staff members. A few other departments were redistributed too so your buyer may have changed. A new Buyer Assignments List has been posted in the Business Managers and Administrators Tool Kit (located in the left menu of our webpage).
Please check the listing to be sure who your buyer is as of September 1, 2008. Buyers are listed by department UDAK and by buyer. Your buyer will help you with all purchase over $10,000.00.
Belinda Brown and her $10,000 and Under Team will continue to process all requisitions that fall in that range. Please don’t hesitate to call if you need us.
UNIVERSITY PURCHASING UPDATE-RECEIVERS NEEDED REPORT:
As a result of customer input, we have revised the information available to you in WebAps (the “Money Bag icon”) for the Receivers Needed Report. If you go to the “Money Bag icon” for MUSC Financial Reports and click on it you will have a menu of report areas to choose from. Select Purchasing. There are three button options for Purchasing Reports: - Outstanding Requisitions
- Outstanding Purchase Orders
- Receivers Needed.
You can choose to run a report by Unit Number or by Project Number.
We have updated the Receivers Needed Report to now include the following: PO #, PO Line #, PO Date Created, Vendor, PO Amount, Invoice #, Invoice Date, Invoice Line Description, and Invoice Line Amount. This should give you all the information you need to do a receiver, instead of having to drill down in SmartStream to find this information. Customer input is invaluable to us. If you see ways we can better serve you, please let us know. Our responding to your suggestions could be a great help for a lot of other customers, too. We are always open to input from you. | Purchasing Buyers Receive Employee of the Month Award Two Months in a Row.  
(Raynard James) (Jerry Redmon)
We are very proud to say that two of our buyers were named Employee of the Month for Finance. Raynard James, is a Procurement Specialist I and is part of our Purchases of $10,000 and Under Team. He was recognized at the June Awards Celebration as Finance's Employee of the Month for May. Jerry Redmon, who is a Procurement Specialist II and part of our Major Purchase Team, received his award as Finance's Employee of the Month for June at the July Awards Celebration.
We are very proud that two of our own were honored for their Outstanding Customer Service. They are both MUSC Excellence Stars.
UNIVERSITY P-CARD UPDATE – WEEKLY UPLOADS TO SMARTSTREAM:
Beginning July 8, 2008, all P-Card transactions that have been allocated and signed off on will be closed and sent to Smart Stream each Tuesday morning at 7:30 AM. Transactions that are still in your “transactions requiring sign off” queue will not be affected in the weekly Tuesday closings. At the end of the billing cycle, all transactions from the “transactions signed off” and the “transactions requiring sign off” queues will be closed in WORKS and sent to SmartStream for the end of the month reports. It is more important than ever that you allocate before the month end closing date. Transactions that have not been allocated and are still in the “transactions requiring sign off” queue will be uploaded to your default account and will require journal entries to correct.
Remember to sign off only transactions with the UDAK validated. Be sure there is not a red X in the comp/val/auth column of WORKS.
This new procedure will allow us to update AVAILABLE BALANCE in the MUSC Financial Reports system weekly which will enable Departments to better track their expenditures. If you allocate and sign off daily, you will see your transactions through Friday in AVAILABLE BALANCE on Wednesday of each week. ALL transactions that were not in the weekly uploads (from the beginning of the billing period until the closing date) will be uploaded on the monthly closing date. Sharon Ford, our P-Card Administrator, is preparing a calendar of FY09 monthly billing end dates, Tuesday uploads, and end of the month uploads for the billing period. The calendar will be distributed soon to all business managers and card holders.
Send Your Purchase Requisitions by E-mail
Beginning June 12, 2008, University Purchasing will accept Purchase Requisitions by e-mail. Just scan your Purchase Requisition and all of your backup documentation and e-mail it to Be sure that you include all backup that you would normally send by campus mail and that all the necessary signatures appear on the scanned copies. Keep the originals in your department; do not mail a second copy.
We will print your e-mailed documents, enter the requisition in SmartStream if required, assign them to a buyer, and begin work immediately.
All Purchase Requisitions, except reimbursements and travel which require original receipts, can be scanned and e-mailed to purchasing@musc.edu. If the requisition can be direct paid, we will approve it and send it to Accounts Payable for you. You no longer have to use campus mail to send your requisitions. We will be checking the new e-mail box throughout the day. This will enable us to receive your documents in a much more efficient manner. We are striving for EXCELLENT CUSTOMER SERVICE! | |
