1. Purchasing and Distribution Services Procurement Updates
FAR Meeting – March 23, 2016

2. Purchase Order Encumbrance Review
Departments encouraged to run open encumbrance reports to view balances on PO’s.
Queries to run:
UTS_PO_OPEN_ENC_BY_CC – PO Encumbrance by Cost Center
UTS_PO_OPEN_ENC_BY_DEPT – PO Encumbrance by Department
UTS_PO_OPEN_ENC_BY_PROJECT – PO Encumbrance by Project ID
Send list of PO’s to be closed to the Purchasing Office at
Focus on encumbrances for Budget Year 2016 only.

3. GPO Restrictions Orders $15K and above
Group Purchasing Organization accreditation requirements
Managed and monitored by UT System
Details of program pending board approval
UT System Limitation on GPO’s
Supply Chain Alliance
Department of Information Resource (DIR)
Educational & Institutional (E&I)
Premier Group Cooperative
Texas Multiple Award Schedule (TxMAS)

4. Requisition Workshops – Copier Orders
Purchasing will be hosting copier discussion sessions tentatively planned for August.
Discussion Sessions will bring department and copier companies together to discuss new fiscal year services and contract obligations.
Departments should be prepared to bring prior year purchase orders and learn how to prepare new year requisitions.
Details will be sent as available.

5. Purchasing Training Updates
Purchasing has updated both AM 580 / PS classes with most up to date policy and system changes.
Employees encouraged to attend AM 580 to learn and understand new state and UT System policies.
Encouraged to attend PS for a refresh of processes and system knowledge on creating requisitions.

7. Contact Information
Primary: send an to Purchasing at
Contact department assigned Procurement Specialist (click here for list)
Contact Front Desk at ext. 4060

8. Resources: Purchasing Website:
Purchasing PeopleSoft Forms:
Purchasing PeopleSoft Instructional Guides: