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<body lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word">
<div class="WordSection1">
<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun">Dear Colleagues,</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun">UC Riverside’s eBuy procurement system will be replaced with the new Oracle Procurement module as part of the
</span><a href="http://Impact23" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">Impact23</span></span></a><span class="normaltextrun"> program in July 2023. Several procurement related actions are required to assist with the transition
to Oracle, minimize disruptions to your department purchasing activities, and facilitate the conversion of eBuy orders to avoid rework. With the goal of empowering departments and expediting purchases, the Procurement Card (PCard) threshold will be increased
to $10K for all cardholders. The PCard is the preferred purchasing method for all low-dollar, unrestricted goods and services. Increased utilization of PCards will reduce the number of open purchase orders to be converted from eBuy to Oracle and improve the
overall accuracy of converted data. </span><span class="scxw26664291"> </span><br>
<span class="scxw26664291"> </span><br>
<span class="normaltextrun">Oracle Procurement offers the key elements of the current eBuy platform along with enhancements to better support department procurement needs as the campus procure-to-pay strategy. Additionally, in July 2023 , UCR will integrate
PCard transactions into Concur for a more streamlined PCard distribution process that will replace the ProCard Cost Transfer (PCT), and the department authorized purchase order (DAPO) threshold will increase to $10K.</span><br>
<span class="scxw26664291"> </span><br>
<span class="normaltextrun"><b><span style="color:black">Please coordinate the following actions within your unit to best prepare your department transition to Oracle:</span></b></span><span class="eop"><span style="color:black"> </span></span><o:p></o:p></p>
<ol start="1" type="1">
<li class="paragraph" style="margin-bottom:0in;mso-list:l8 level1 lfo14;vertical-align:baseline">
<span class="normaltextrun"><b><span style="color:#2E74B5">Increase PCard Utilization</span></b></span><span class="eop"><span style="color:#2E74B5"> </span></span><o:p></o:p></li><ol start="1" type="a">
<li class="paragraph" style="margin-bottom:0in;mso-list:l8 level2 lfo14;vertical-align:baseline">
<span class="normaltextrun">Empower department transactors. As discussed in the recent Impact23 User Group and Town Hall Meetings, the PCard transaction limits will automatically increase to $10K for all cardholders effective 2/1/2023; no action is required
by the cardholder or department.</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-bottom:0in;mso-list:l8 level2 lfo14;vertical-align:baseline">
<span class="normaltextrun">Identify PCard program personnel. A minimum of two cardholders are recommended in each unit to assist with purchasing unrestricted goods and services </span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-bottom:0in;mso-list:l8 level2 lfo14;vertical-align:baseline">
<span class="normaltextrun">Utilize PCard on all department unrestricted purchases under $500</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-bottom:0in;mso-list:l8 level2 lfo14;vertical-align:baseline">
<span class="normaltextrun">Utilize PCard on other unrestricted purchases between $500-$5,000 whenever possible. </span><span class="eop"> </span><o:p></o:p></li></ol>
</ol>
<p class="paragraph" style="margin-left:.5in;vertical-align:baseline"><span class="normaltextrun">The above actions will ensure business continuity during the transition to Oracle and reduce conversion errors, as well as support the longer-term procurement
strategy.</span><span class="scxw26664291"> Guidance on the PCard program roles and responsibilities is available
<a href="https://procurement.ucr.edu/pcard">here</a>. A new PCard request process will be deployed soon with guidance issued to department SAAs.
</span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;vertical-align:baseline">
<span class="normaltextrun">Procurement Card Benefits:</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.25in;text-indent:0in;mso-list:l5 level1 lfo3;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">Facilitates the purchase most goods and services </span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:135.0pt;text-indent:0in;mso-list:l4 level1 lfo4;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">Exceptions include purchases requiring a signature on a contract, inventorial equipment, and
</span><a href="https://procurement.ucr.edu/pcard/restricted-items" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">restricted items</span></span></a><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.25in;text-indent:0in;mso-list:l2 level1 lfo5;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">Accepted by most suppliers that take Visa, including UCR-preferred suppliers like Amazon Business, Office Depot (ODP), FedEx Shipping, and FedEx Printing</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:135.0pt;text-indent:0in;mso-list:l12 level1 lfo6;vertical-align:baseline">
<![if !supportLists]><span class="normaltextrun"><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span></span><![endif]><span class="normaltextrun">Consider Amazon Business for your unit’s procurement needs<o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:135.0pt;text-indent:0in;mso-list:l12 level1 lfo6;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">Register your PCard for FedEx Shipping and FedEx Printing</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:135.0pt;text-indent:0in;mso-list:l12 level1 lfo6;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">Receive UCOP discounted pricing when using the
<i>new </i></span><a href="http://odpbusiness.com" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">Office Depot portal</span></span></a><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.25in;text-indent:0in;mso-list:l11 level1 lfo7;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">Ensures prompt payment to supplier</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.25in;text-indent:0in;mso-list:l15 level1 lfo8;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">Eliminates new supplier requests, purchase orders, and invoice processing while expediting orders and shipping</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.25in;text-indent:0in;mso-list:l15 level1 lfo8;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">Combines ordering and paying into a single process</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="margin-left:.5in;vertical-align:baseline"><span class="normaltextrun">Additionally, as part of the Impact23 implementation, a new and more effective PCard distribution process will be deployed on 7/1 in Concur. The design is being
finalized with input from departmental workgroup members and testers.</span><span class="scxw26664291"> </span><br>
<span class="eop"> </span><o:p></o:p></p>
<ol start="2" type="1">
<li class="paragraph" style="mso-list:l8 level1 lfo14;vertical-align:baseline"><span class="normaltextrun"><b><span style="color:#2E74B5">Current DAPOs and POs with balances greater than $200 will automatically convert; however, some situations will prevent
conversion due to data incompatibilities with Oracle requirements (e.g., orders with a credit lines). </span></b>Department’s use of the PCard instead of a DAPO will greatly assist the campus with the conversion and transition to Oracle. Valid DAPOs and
POs that do not convert automatically must be manually created in Oracle. Please note that encumbrance balances will only transfer to the Oracle ledger if the corresponding eBuy DAPO/PO is converted (automatically or manually). In addition to using PCard
to the maximum extent possible, please take action on the following immediately: </span><span class="scxw26664291"> <o:p></o:p></span></li></ol>
<ul type="disc">
<li class="paragraph" style="margin-left:.75in;mso-list:l6 level1 lfo15;vertical-align:baseline">
<span class="normaltextrun"><b>Do not add negative lines to any DAPO or PO for any reason</b>. </span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-bottom:0in;margin-left:.75in;mso-list:l6 level1 lfo15;vertical-align:baseline">
<span class="normaltextrun">For credits issued for returned items, request a revised invoice from the supplier.
</span><span class="eop"> </span><o:p></o:p></li></ul>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:135.0pt;text-indent:0in;mso-list:l7 level1 lfo12;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">If the original invoice was previously paid, request that the supplier issue a refund check referencing the Purchase Order number. Checks should be sent to:</span><span class="eop"> </span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:2.5in;vertical-align:baseline">
<span class="normaltextrun"><i>Regents of the University of California, Riverside</i></span><span class="scxw26664291"> </span><br>
<span class="normaltextrun"><i>Student Services Bldg, Room 1111</i></span><span class="scxw26664291"> </span><br>
<span class="normaltextrun"><i>900 University Avenue</i></span><span class="scxw26664291"> </span><br>
<span class="normaltextrun"><i>Riverside, CA 92521</i></span><span class="eop"> </span><o:p></o:p></p>
<ul type="disc">
<li class="paragraph" style="margin-left:.75in;mso-list:l0 level1 lfo16;vertical-align:baseline">
<span class="normaltextrun">Identify credit lines for outstanding credit memos and request a check from the supplier following the guidance above</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-left:.75in;mso-list:l0 level1 lfo16;vertical-align:baseline">
<span class="normaltextrun">Do not process FAU change orders (this action has caused numerous conversion errors); work with your department financial manager to prepare a cost transfer once the item pays and is reflected in the general ledger.</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-left:.75in;mso-list:l0 level1 lfo16;vertical-align:baseline">
<span class="normaltextrun">If a DAPO does not automatically convert, the department will be asked to pay the legacy invoice using a PCard when possible.</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-left:.75in;mso-list:l0 level1 lfo16;vertical-align:baseline">
<span class="normaltextrun">Do not take any action on DAPOs that have not had any activity within the last 6 months. These orders will not convert. If the order is valid and outstanding, future invoices will need to be paid via PCard (preferred) or manually
re-created in Oracle.</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-left:.75in;mso-list:l0 level1 lfo16;vertical-align:baseline">
<span class="normaltextrun">If an open PO should NOT convert because the encumbrance balance is no longer valid and cannot be cleared following a method outlined in the user guide (link provided below), please contact the central Procurement buyer listed on
the PO for assistance.</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-left:.75in;mso-list:l0 level1 lfo16;vertical-align:baseline">
<span class="normaltextrun">Refer to the PO Encumbrance <a href="https://ucrsupport.service-now.com/ucr_portal?id=kb_article&sys_id=b18cc3ab1b37245063c62fc02a4bcb1e">
General Information</a> and <a href="https://ucrsupport.service-now.com/sys_attachment.do?sys_id=136671751b237c50f3444158dc4bcb5a">
User Guide</a> for clearing encumbrance balances where appropriate. Please focus on current POs (within last 2 years) and DAPOs (within last six months) that should NOT be converted.</span><span class="eop"> </span><o:p></o:p></li></ul>
<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun">Your cooperation and collaboration to ensure a smooth transition to Oracle is appreciated. Please work with your local department buyer to plan for future procurement needs during
this transition period. For any issues or concerns that cannot be addressed with your local department staff, our team is here to help. Contact us at
</span><a href="mailto:Impact23@ucr.edu" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">Impact23@ucr.edu.</span></span></a><span class="scxw26664291"> </span><o:p></o:p></p>
<p class="paragraph" style="vertical-align:baseline"><span class="normaltextrun">Sincerely.</span><span class="eop"> </span><o:p></o:p></p>
<p class="MsoNormal">Bobbi McCracken<o:p></o:p></p>
<p class="MsoNormal">Associate Vice Chancellor and Controller<o:p></o:p></p>
<p class="MsoNormal">Business & Financial Services<o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><a href="http://bfs.ucr.edu/"><b><span lang="EN" style="color:#0563C1">http://bfs.ucr.edu/</span></b></a></span><b><u><span lang="EN" style="color:#383838"><o:p></o:p></span></u></b></p>
<p class="MsoNormal"><img border="0" width="157" height="48" style="width:1.6333in;height:.5in" id="Picture_x0020_1" src="cid:image001.png@01D935BA.88BDF580" alt="signature_2034439392"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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