91原创

When buying gift cards on behalf of the University, please ensure that the purchase is in accordance with听听regarding gifts to external parties.

Gift cards are considered by the IRS to be taxable income for the recipient and should therefore not be purchased for University employees. If gift cards are purchased for University employees (while not encouraged), Payroll requires a Prize Data Collection Form听be submitted to pr-staff@udel.edu. One form per employee should be submitted. For multiple employees, a spreadsheet including the details listed on the form can be used.

Electronic gift cards should be sent directly to the intended recipient, not the University employee purchasing the card.

The University department issuing gift cards should maintain a log recording every gift card purchased along with the gift card recipient鈥檚 first and last name, the dollar value of the gift card issued as well as the purpose for which the gift card was issued.

• The log and related information should be attached to the Concur expense report as business justification for the purchase.听
• Check with the Research Office for additional research related procedures that may apply

Gift cards should never be given in exchange for services rendered to the University.

If the total value of all gift cards and other payments issued to an individual exceed $600 in a calendar year, this should be reported to the University鈥檚 Accounts Payable manager for tax reporting purposes.

Regarding gift card purchases on Amazon specifically: due to the potential risks involved with the purchase and issuance of gift cards, unusual gift card purchases may be investigated by Amazon鈥檚 risk prevention team which will require additional verification in order to proceed with the purchase. Please听contact Procurement听if you are anticipating an unusual gift card purchase on Amazon.

International Fees:听A supplier-side programming error caused international fees and charges to appear as a single entry. This issue has been corrected, and transactions will display as two separate entries starting听Monday, February 3, 2025.

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Cash Advance Fee:听Bank of America had mistakenly omitted the cash advance fee for years, despite it being included in our contract. Following a recent account update in December, the fee was activated. Bank of America has now agreed to revert to a听0% cash advance fee, and these charges will cease after听Friday, February 28 2025.听

Starting听May 7, 2025, a Real ID or other TSA-approved identification will be required for domestic air travel. If you haven鈥檛 upgraded your license yet, check your state鈥檚 DMV website for details to ensure you鈥檙e prepared for upcoming trips.

The university has mailed the IRS 1099-NEC and 1099-MISC tax forms for the calendar year 2024. If a supplier or individual payee who was expecting a 1099 did not receive one by February 17, 2025, please have them complete听听to create a ticket for Procurement to investigate.

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*Information about the IRS regulations regarding 1099 tax reporting can be found on the Internal Revenue听.听听

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For all 1099 supplier tax-related questions, please contact听procurement@udel.edu

Starting听November 01, 2024, Procurement Services will implement new measures to enhance the check payment delivery process. As part of this change, all check pickups will require prior approval from Procurement Services. To request approval, you can add a comment to the requisition in 91原创 Exchange, Web form, or send the request to听procurement@udel.edu. Once approved, checks will be available for pickup at the Cashier's Office the next day after printing, usually on Thursdays. These changes aim to simplify our processes and ensure greater accountability.

Please be advised that the check pick-up request should be limited to urgent situations, wherein the supplier exclusively requires a hand-delivered check or in exceptional circumstances. Additionally, Accounts Payable can send supporting documentation along with the check to aid in applying the payment accurately if additional attachments are not listed on the check remittance advice.

Checks can be picked up the following day after printing at the Cashier鈥檚 Office, located at听413 Academy, Room 250, Newark, DE 19716, open Monday through Friday from 8:30 a.m. to 4:30 p.m. Please ensure to have your 91原创ID or a valid form of identification when picking up the check.

91原创 Procurement is pleased to announce the launch of the 91原创 Master Fedex account.

In order to take advantage of significant Fedex savings, you must create a department account which is linked to the 91原创 master account. Please follow the instructions in听this document听which walk you through set up with FedEx using the听New Fedex Account Request Form, which will take approximately 7-10 days. Once your account is set up, this document will also supply you with information on scheduling shipments and Fedex customer service. Additional customer support and contact information can be found听here.

If you already have an established Fedex account, there is no action to take at this time. All existing 91原创 accounts with FedEx have been moved under the Omnia pricing contract.听

For further questions, please reach out to Dennis DeMarino, Associate Director of Procurement (91原创) at听ddema@udel.edu听or Del Walker, Senior Account Executive (Fedex) at听dwalker@fedex.com.听听

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Fedex New Account Form

Instructions for Fedex New Account Setup

Fedex Customer Service Guide

We are pleased to announce a new contract with听United Airlines听(including Air New Zealand, Air Canada, ANA, Lufthansa, Austrian, Brussels Airlines, Eurowings, and Swiss). Below are the benefits and discounts available:

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Discounts

• 8% off high-tier fares
• 4% off domestic mid-tier fares
• 2% off international mid-tier fares
• Discounts for both domestic and international travel at various levels

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MileagePlus Benefits

Travelers can continue earning MileagePlus benefits.

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Corporate Ticket Flexibility

Name changes are allowed on tickets.

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Personal Travel Discounts

Up to 10% off personal travel with听Break from Business听discounts.

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Important Notes:

To take advantage of these United Airlines discounts, please book your tickets via听听or by calling听World Travel听directly. Tickets booked through third-party vendors will not be eligible for discounts.

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United will review our travel volume in six months for the potential of even better discounts, so it's critical that all bookings are made through the proper channels.

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Stay tuned for updates on our ongoing negotiations with听American,听Southwest, and听Delta.

All 91原创 travel should be booked through听World Travel听(855-215-8312) or online via听听for several important reasons:

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1. Duty of Care: 听

Booking through World Travel/Concur allows your travel information to be shared with 91原创's Crisis Management company. This enables the university to locate and assist travelers during crises. If booked outside these channels, this safety measure is unavailable.

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2. Negotiation Benefits: 听

Travel booked through World Travel/Concur helps 91原创 negotiate discounts with airlines, hotels, and future agencies. Outside bookings don't contribute to these discounts, making it harder to achieve lower fares for future travelers.

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3. Preservation of 91原创 Assets: 听

Unused airline tickets booked through World Travel/Concur are considered 91原创 assets and can be reused. However, tickets booked directly or via third-party platforms are lost to the university if unused.

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Conclusion: 听

To ensure safety, cost savings, and asset management, all future travel reservations should be made through听World Travel听or听.

As part of our ongoing efforts to ensure compliance with the University's cardholder policy, we wish to provide a gentle reminder and offer some recommendations to facilitate adherence.

In recent audit reviews, we have identified several instances of non-compliance with the University's cardholder policy. Specifically, we have observed transactions that could have been facilitated through 91原创 Exchange (91原创X), where our Procurement team has negotiated contracts with vendors, thereby securing favorable terms and discounts. We emphasize the听importance听of utilizing 91原创X as the primary avenue for procuring goods and services, reserving the use of the 91原创 credit card for听emergency or travel-related expenses only.

Furthermore, please observe the following guidelines:

• Limit card purchases for goods and services, excluding travel, to low-value departmental items, with 91原创X being the preferred sourcing platform.
  • 91原创X offers streamlined and easy access to catalogs of contracted suppliers that minimizes touchpoints.
  • Purchases that require advanced documentation such as insurance, service level agreements, and pricing quotes must be initiated听via 91原创X.
• Ensure that service engagements related to IT (equipment, software, licenses, and subscriptions), capital equipment, independent contractors, entertainers, gasoline, and hazard-related purchases are听not听processed through the credit card but instead directed to the Procurement team.
• Strictly refrain from using the 91原创 credit card for听personal听charges or initiating听recurring听charges.

Please be aware that failure to comply with the University鈥檚 card usage policy may result in revocation and possible disciplinary action, including termination of employment, and potentially legal consequences.

To mitigate the risk of inadvertent personal use of the card, we recommend the following practices:

• Avoid setting up recurring charges or subscription services using the 91原创 credit card.
• Refrain from storing 91原创 credit card details on personal accounts with online vendors, food delivery services, accommodation companies, or ride-sharing platforms.
• Create separate business accounts when using the 91原创 credit card for online transactions, avoiding the use of personal accounts.
• If in doubt, reach out to the procurement department at听procurement@udel.edu.

We appreciate your attention to these matters and your cooperation in upholding the University's policies. Should you have any questions or require further assistance, please feel free to reach out to us.

The for use of a personal vehicle while conducting business was increased to 67 cents per mile in 2024.

Participant Payment

In an effort to provide clarity for the campus community when requesting research related payments, Procurement Services has partnered with the Research Office and the Controller's Office to create a new account code (149251) named Participant Payment. A Participant Payment is defined as a "payment to an individual or entity for providing information or data through interaction with 91原创. The activities of such participants may include but not听be limited to: joining in collaborations; attending training; providing听subject-matter expertise; providing input or feedback on shared information, or similar contributions.听

The existing account code (149250) has been renamed as Human Subject Payment and is only to be used to make a payment for participation in sponsored or non-sponsored human subjects research requiring IRB review.

Please review the听Non-PO Payment matrix听in the Purchasing & Payments Resources section of the听Training & Resources听page听for additional details.听

Have you seen a Payment Voucher placed on hold with a comment referencing an "ACH Exception"?

In some cases, Procurement must validate new or updated banking information provided by a supplier before a payment can be released. This is a measure to mitigate fraud and ensure that accurate banking information is being used. There is听no further action听required by the departmental end user. The process is internal to Procurement, and involves independent verification of the information at our discretion. 91原创 departments should听not听reach out to their supplier contact in an attempt to provide assistance in resolving the matter, as it interferes with the independent verification process. If ACH payment information is unable to be successfully verified within 14 days, the payment method may be converted to a physical check payment to avoid further disbursement delays.

Employee Reimbursements to 91原创

A听听form is available听for employees to reimburse 91原创 for personal expenses they charged to their 91原创 Credit Cards in error.

Employees now have the option to pay online via ACH using their banking information as an alternative to submitting a Cash Transmittal webform with a check or cash.

Please remember that erroneous personal charges on the 91原创 Credit Card must first be allocated to account code L1NDTE on a Concur expense report and submitted for approval prior to using either the CashNet form or the Cash Transmittal webform to return the funds.

Additionally, making timely reimbursements to 91原创 will prevent processing delays with future expense reports.

Do you pay awards to students or third parties?

Our new document regarding听Award Processes听should answer any questions you may have about making these payments. As always, please direct any concerns to听procurement@udel.edu.

Do you pay undergraduate students for summer research?听Are you confused about whether you onboard them as employees, pay them in 91原创 Exchange or pay them via a Payment to Individual webform?听Want to know what attachments and approvals are needed?

Together with the听听and听听we have put together a guide to help! Refer to the听REU-Stipend Decision Chart听to learn how to get your research students paid quickly! Please email听procurement@udel.edu听with any questions.

Procurement Services has approved a new process for听handling of freight charges in 91原创 Exchange.

Although we still recommend making provision for freight on the requisition, failure to do so will not hold up payment of the invoice any longer while a change request is initiated and processed. Please note that the process has not changed for webforms.

Per the听, Fabricated equipment is composed of material purchased for the purpose of building, constructing or assembling of Class I equipment that will be so identified upon completion. Class I equipment at the 91原创 will include those items in which material costs alone are $5,000 or more, and will not include labor costs.

The above conditions must be met in order to utilize account codes 153100 (Parts-Equipment Fabrication) or 153101 (Equipment Fabricated-External). Account 153100 is utilized when fabricating equipment that will be utilized and capitalized by 91原创. Account 153101 is utilized when fabricating equipment that will be transferred to an outside entity and will not be utilized or capitalized by 91原创.

In order to reduce the amount of rejected requisitions, please provide an internal justification on what is being fabricated and how the above conditions will be met. If you have questions on the use of these accounts, please contact Susan Bledsoe at听sbledsoe@udel.edu听prior to completing the requisition for guidance.

The University has centralized Amazon purchasing under an Amazon Business Prime Account, accessible in 91原创 Exchange as a punchout shopping site.

Please remember, use of the Amazon Business Prime account can never be used for personal use and all purchases made from Amazon should be through the Amazon Business account.

Please refer to the Amazon help guides in the 91原创 Exchange Punchout Supplier section of the听Training & Resources听page.