University of California, Riverside

Ebuy



Announcements


eBuy Announcements

December, 2014:  Partial Sales and Use Tax Exemption

July, 2014: eBuy Enhancements, eMail Vendor option

February 2014:  eBuy Enhancements, Routing Checkout and Approval options

April 2013:  Fiscal Year Closing Dates

April 2011:  New eBuy Sub Requestor Role

December, 2014

PARTIAL SALES AND USE TAX EXEMPTION FOR CERTAIN RESEARCH & DEVELOPMENT EQUIPMENT
As many of you may already be aware, effective July 01, 2014 and continuing through June 30, 2022, the California Board of Equalization is providing a Partial Sales and Use Tax Exemption of 4.1875% under Regulation 1525.4, Manufacturing and Research & Development Equipment. Riverside County tax is currently 8.0%. This reduction will result in an effective tax rate of 3.8125% for qualified purchases.
This exemption is subject to a number of requirements and restrictions. As you can imagine, making this available to the UC research community required a considerable amount of review by UCOP and subsequently each individual campus on how best to implement policies and procedures for taking advantage of the newly enacted regulation in an efficient, effective and auditable manner. As such, UCR Computing and Communications, the Office of the Campus Controller and Procurement Services have been working diligently to interpret the law (based on guidance from UCOP), create policy and procedure, and modify our Purchasing and Financial systems to accommodate the changes.
With that said, we are pleased to announce that on Wednesday December 10, 2014 UCR (to the best of our knowledge) becomes only the second UC campus to "go-live" with the ability for departments to request the partial exemption, submit to purchasing for approval and send orders to suppliers under newly created infrastructure capable of maintaining appropriate controls and audit functionality.
For more information on the specific requirements (as interpreted by UCR based on UCOP guidance) and general process flow, please go to the following link located on our website: http://matmgmt.ucr.edu/purchasing/partialtax.html
Sincerely,
David M. Gee, MPA, CPSM, CPPB
Campus Purchasing Manager

July, 2014

eBUY ENHANCEMENTS

July 18, 2014

Procurement Services and Computing & Communications are pleased to announce the availability of a new eBuy feature, the electronic signing and submission of purchase orders to vendors via integrated eBuy Email functionality.

The UCR eBuy purchasing system has been enhanced (as of July XX, 2014) to allow purchase orders to be transmitted to vendors electronically via email as a PDF attachment. It is our hope that the availability of this new feature will result in greater efficiency, as purchase order PDFs will no longer have to be printed, signed, scanned, saved to a folder, manually attached and emailed to the vendor.

Please note that an Open House / Training Session has been scheduled to demonstrate this new feature to the user community and all eBuy users are welcome to attend. The Open House / Training session will take place on:

Thursday, July 24th
10:30 AM
HUB 269

Additional details regarding this new option are available on the eBuy support page

As always, questions, comments and feedback can be sent to ebuyhelp@ucr.edu

Sincerely,

David Gee, Campus Purchasing Manager

David Gracey, Director of Enterprise Application Development

~~~~~~~~~~~~~

February, 2014

eBUY ENHANCEMENTS

February 11, 2014

The Purchasing department, in collaboration with Computing & Communications, is pleased to announce several new features soon to be released within the eBuy campus purchasing system.

Routing Enhancements

In the previous version of eBuy, Transactors did not have the ability to return requests to the Requestor or Sub Requestor.  Similarly, the Purchasing department did not have the ability to return Purchase Requisitions back to the Transactor.  The new version of eBuy now supports complete end-to-end routing of orders:

Sub-Requestor <--> Requestor <--> Transactor <--> Purchasing

Checkout

The Purchasing department now has the ability to check Purchase Requisitions out for review, comment, and approval as appropriate to any valid UCR NetID, regardless of whether the individual possesses a role within eBuy.  With this new enhancement, users may receive email notifications from eBuy indicating that an order has been checked out for their review.  When an order is checked out for one's review, a new item on the eBuy main menu will prompt the user to review, comment, and approve the order as appropriate.

Approval History

A new tab, labeled "Routing" is now included on all DAPOs and Purchase Requisitions.  eBuy users can click the Routing tab to determine the current location of any order and view the log of all routing and checkout actions that have taken place to date.

All of these enhancements will be deployed in the eBuy system on Friday, February 14th.  Please note that an Open House / Training Session has been scheduled to demonstrate these new features to the user community, and all eBuy users are welcome to attend.  The Open House /Training session will take place on:

Wednesday, February 19th

11:00am – 12:00pm

HUB 268

Please RSVP to ebuyhelp@ucr.edu if you plan to attend.

Sincerely,

David Gee, Campus Purchasing Manager

David Gracey, Director of Enterprise Application Development

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April, 2013

IMPORTANT DATES YEAR-END CLOSING DATES

MAY 16TH

Equipment Orders

  • Use eBuy to submit new purchase requisitions ("PR")
  • The May 16th deadline affects requisitions for equipment and facilities purchases which must have funds committed by June 30, 2013.
  • This does not apply to contract, grant or other funds with expiration dates after June 30, 2013.
  • Your cooperation is requested in anticipating your needs as far in advance of the May 16th deadline as possible.

P.O. Blankets

  • A purchase requisition ("PR") must to be sent to Campus Purchasing for all renewals and new blankets which are to commence on or about July 1, 2013.
  • Use eBuy to submit these blanket requisitions. Remember, you may use the "copy as new" feature in eBuy to populate much of the information for blanket renewals.

--Locate the blanket you wish to renew by using "Search Orders" from the main menu in eBuy.

--The "copy as new" feature is located in the "Action" column.

--Click "This Order" on the right side of the screen and select "copy as new".

--Please be sure to update the start and end dates and provide the previous P.O. # on the "misc" tab.

--Update the FAU information and indicate any changes to your requirements, such as a new location of a piece of equipment (for service contracts).

--After making these changes, click "Send PR" to send the new requisition to Campus Purchasing.

Supply/Services Orders greater than $100,000

  • Use eBuy to submit new purchase requisitions ("PR")
  • The May 16th deadline affects requisitions for supply orders greater than $100K which must have funds committed by June 30, 2013.
  • This does not apply to contract, grant or other funds with expiration dates after June 30, 2013.
  • Your cooperation is requested in anticipating your needs as far in advance of the May 16th deadline as possible.

 

JUNE 13TH

Supply and/or Services Orders less than $100,000

  • Use eBuy to submit new "PR" requisitions
  • June 13 is the last day Campus Purchasing will accept requisitions against FY 2012/13 appropriations and still ensure issue of the orders by June 30, 2013.
  • In order to be a bona fide encumbrance, a valid purchase order must be issued to a vendor on or before June 30, 2013 by Campus Purchasing. The June 13th deadline affects all classifications of expense accounts except equipment and facilities, and Supply/Services Orders greater than $100,000 which have a cutoff date of May 16th.
  • This date does not apply to funds from contracts, grants or other funds with expiration dates after June 30, 2013.
  • If there are any questions regarding the preparation of your requisitions, please contact any of the UCR Purchasing buyers. Please refer to the Purchasing website for a detailed breakdown of the buyer's commodity assignments
  • Please plan your purchases well in advance. Doing so will help Purchasing achieve their goal of procuring equipment, supplies and services for departments in a timely and cost effective manner.

 

JUNE 26TH

ProCard Purchases

  • Fiscal Year cut-off for all ProCard purchases.
  • The storehouse can assist with last minute and emergency purchases.
  • This is the last day departmental ProCard purchased will be reflected on FY2013 ledgers.

 

JUNE 28TH

Encumber DAPO Orders.

  • All DAPO eBuy orders must be marked as either "Encumbered" or "OK to Pay" to ensure they are encumbered on the June 30th ledgers

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

April, 2011

Dear SAAs and eBuy users,

As you are likely aware, Purchasing and C+C recently introduced a new SubRequestor role in eBuy.  We hope the addition of this role has been beneficial to your unit’s procurement needs.

A recent review of all eBuy roles has revealed a potential for conflicts to campus policy regarding proper separations of duties.

Specifically, the areas of concern are:

--The current eBuy Transactor role includes the ability to authorize payments.

--The current eBuy Reciever role includes the ability to initiate requests to purchase.

Effective April 25th, the Transactor role will no longer automatically include the option to authorize payments.  Further, the Receiver role will no longer automatically include the option to create requests to purchase.

However, when necessary and appropriate, it will still be possible to assign these multiple roles to the same individual.  SAAs may, after careful consideration and review of their unit’s Purchasing and Receiving assignments (in order to maximize separations of duties) may elect to add the Receiver role to authorized Transactors or add the Requestor role to authorized Receivers.  Information regarding Separations of Duties can be found here.

On April 25th current Transactors will no longer be able to authorize payments and current Receivers will no longer be able to initiate requests for purchase.  SAAs must ACTIVELY add these roles for their Transactors or Receivers only when deemed necessary and appropriate for their unit.  This is accomplished through a new ability in EACS.

We are also pleased to announce a new eBuy support web page.

This web page includes information on eBuy roles, SAA information, eBuy Online Training details, an archive of past eBuy Splash Screen Announcements and much more!

Over the next several months additional support tools will be made available and highlighted on this page.  Please check back over the next several weeks to view information relating to: eBuy Agreements; eBuy and EACS; and eBuy Vendors.

Sincerely,

Russ Lewis, UCR Director of Materiel Management



December, 2010

Dear Campus Community,

The Financial System Steering Committee is pleased to announce that Purchasing and Computing have partnered on the development of an enhanced version of UCR’s Purchasing System-eBuy.  This new version has added a Sub-Requestor role.   In addition to and of support of eBuy; nine Purchasing training modules have been developed and deployed in the UC Learning Center (LMS) . 

Effective on December 8, 2010, the new version of eBuy will be available.   Please carefully review the below information, I apologize in advance for the length of this announcement, but thought it important to provide as much guidance as possible.   Your department’s roll out of the Sub-Requestor and enhanced Requestor roles will be key to achieving the efficiencies and savings that this new version of eBuy is intended to provide the campus.   It is also important to note that the number of electronic vendor catalogs within eBuy has been increased to 11 hosted and 5 punch-out.   A link to video training on the best methods to SHOP and COMPARE these catalogs is also provided below.  We will be communicating to our Sub-Requestors, Requestors and Transactors the importance of SHOPPING and COMPARING pricing!!  We can reduce our product costs and eliminate paper requests with this implementation and available on-line training.

New eBuy Sub-Requestor role

Responding to a need to eliminate the paper requests and written approval routing in the very early stages of a purchase transaction, eBuy has been updated with the role of Sub-Requestor.  This role can be assigned to nearly anyone on campus including students and visitors that have a need to obtain goods and services from off-campus vendors in order to fulfill their university role.  These Sub-Requestors may develop a request to purchase just as a Requestor has done in the past.  However, their request must be reviewed by their  Requestor before being forwarded to a Transactor for purchase.  Sub-Requestors are established and maintained by Requestors on an as needed basis.

Enhancements to Requestor role

Requestors and Sub-Requestors can now view most eBuy agreements available to the campus.  This will help in the identification of vendors with whom UC or UCR has established relationships and in many cases provide reduced prices.  Requestors will also now have the ability to specify exact FAUs.  Use of this feature is not mandatory, but is available and can be completed by Requestors to their level of knowledge or to whatever level is established by their campus unit.  Lastly, a new “View DAPOs” link has been added for all transactions processed via eCatalog.  This will provide a bridge between a Requestor’s original request and the resulting eCatalog order when searching for the transaction - thus eliminating an earlier disconnect between the two.

Email enhancements to eBuy

When a SubRequestor submits a new request for purchase, an automated email will be sent to notify the Requestor that they have a new request to review and forward.  When a Transactor or a Buyer finishes (encumbers) an order, an email notice will be sent notifying the Requestor and SubRequestor (if any) that their order has been completed and will provide them the appropriate reference numbers. 

eBuy Training

Training modules for SubRequestor, Requestor, Transactor and Receiver roles are now available in LMS.  An additional module for SAAs to enhance their understanding of the unique mechanisms used in establishing and structuring eBuy roles is also available.

Those currently holding a Transactor position will be required to complete the entire series of Transactor modules prior to 12-31-2011.  Newly appointed Transactors must complete the modules prior to becoming an active Transactor.  Similarly, current Receivers must complete the “Receiver” module (~36 minutes) prior to May 1, 2011.  Newly appointed Receivers must complete the module prior to becoming an active Receiver.

Campus Purchasing highly recommends each campus unit review their current eBuy “purchasing” structure and consider utilization of the Sub-Requestor role as well as consider a significant reduction in the number of authorized “Transactors” within their unit.  Following below are very brief descriptions of the roles and Purchasing’s recommendations for structure based on organization type and purchase volume.  Please ensure as many separations-of-duties as possible are set in place to ensure the integrity of the process.

eBuy Roles and Structure Recommendations

Sub-Requestor – Can develop an initial request to purchase (called a sub-request) and submit same to their Requestor.

Requestor – Can create a Request to Purchase.  Establishes and maintains Sub-Requestors.  Must review (may also edit, cancel, or return) sub-requests submitted by their Sub-Requestors.  Forwards requests to purchase as well as appropriate sub-requests to a Transactor for purchase.

Transactor – Can create DAPOs from scratch or can convert sub-requests and requests submitted by a Requestor  into DAPOs.  Can also forward higher-cost or restricted-materials purchase transactions (called requisitions) to Campus Purchasing for action.

Receiver – Receives products/services on behalf of the unit and authorizes Accounting to make payment for received orders in most cases.

Unit/Department Position/eBuy Role Recommendations

Larger laboratories (high volume of purchases)

  • PI = Requestor
  • PI’s designee (optional) = Requestor
  • All other lab members = SubRequestors (as established by each Requestor)
    The PI can act as the control point for all purchases made by the lab.  Alternately, they may designate an individual within the lab to act as this control point.  Each member of the lab may submit requests to purchase to the PI or their designee, that request can then be forwarded to a Transactor for purchase, returned to the SubRequestor for additional work or cancelled, as determined by the Requestor.

Larger academic dept. (high volume of purchases)

  • PI = Requestor
  • PI’s designee (optional) = Requestor
  • FAO/MSO = Transactor
    (To enable submission of high-value requisitions)
  • Departmental Transactor = Transactor
  • Departmental Receiver = Receiver
  • perhaps multiple Receivers due to logistical considerations)
  • Section or Unit managers = Requestor
  • All others = Sub-Requestor (as established by each Requestor)

Larger non-academic depts. (high volume of purchases)

  • FAO/MSO = Transactor
  • (to enable submission of high-value requisitions)
  • Departmental Transactor = Transactor
  • Departmental Receiver = Receiver
    (Perhaps multiple Receivers due to logistical considerations)
  • Section or Unit managers = Requestor
  • All others = Sub-Requestor (as established by each Requestor)

Academic, Administrative & Service depts. (lower volume of purchases)

  • PI = Requestor
  • PI’s designee (optional) = Requestor
  • FAO/MSO = Transactor
    (To enable submission of high-value requisitions)
  • Departmental Transactor = Transactor
  • Departmental Receiver = Receiver
    (Perhaps multiple Receivers due to logistical considerations)
  • Section or Unit managers = Requestor
  • All others = Sub-Requestor (as established by each Requestor) 

Units utilizing Service Centers (lower volume of purchases)

  • PI = Requestor*
  • PI’s designee (optional) = Requestor*
  • FAO/MSO = Transactor
  • (To enable submission of high-value requisitions to Campus Purchasing)
  • Section or Unit managers = Requestor
  • Departmental Receiver = Receiver
  • (perhaps multiple Receivers due to logistical considerations)
  • Service Center Staff = Transactor
  • (must establish Transactors within your Accountability Structure to allow them to act on your unit’s behalf)
  • All others = Sub-Requestor (as established by each Requestor)
    *Some lower volume academic departments may wish to establish their PIs (and their designees, if any) as SubRequestors and a Department manager as the Requestor for the department.  In this manner the department manager can act as the control and coordination point for all departmental purchases.

 eBuy Training

Training is available in the UC Learning Center (LMS) – All of the Purchasing modules that have been added to the LMS begin with “Purchasing”;  so when Faculty and Staff type that in the LMS search field, they will see the list of available Purchasing Training  modules appear.  In addition, the LMS has added these Purchasing training modules to the A-Z catalog that are on the HR training website. 

Here is the list of the more recent modules posted:

  • Purchasing: Obtaining Goods and Services at UCR
  • Purchasing: SAA for eBuy
  • Purchasing: Requestor Role
  • Purchasing: Establishing Sub-Requestors
  • Purchasing: Sub-Requestor
  • Purchasing: Transactor A Training and Assessment
  • Purchasing: Transactor B Training and Assessment
  • Purchasing: Transactor C
  • Purchasing: Receiver Role Training and Assessment 

Thank you for your continued support of the UCR Procurement Systems.

Russ Lewis, Director of Materiel Management 

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Department Information

Computing & Communications
Computing & Communications Bldg.

Tel: (951) 827-4741
Fax: (951) 827-4541
E-mail: helpdesk@ucr.edu

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