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Nov
29
Web Contract Transmittal Form now in pilot
Posted by Andrew Henley on 29 November 2011 02:41 PM
Web Contract Transmittal Form (CTF) now in pilot phase

Dear Colleagues,

The contract transmittal form (CTF) is now on-line via Access+.

The system is new and is being piloted by a few departments on campus.  Please do not use the system unless authorized.

After 2-4 weeks of testing the system will be released for use by anyone involved in the creation of contracts for goods and services.

Like other GU web-based forms, the Web CTF will allow for faster, more secure transmission of data.  Some of the added benefits of the form are:

1. Automatic assigning of contract number

2. Bar code on document for mail log recording

3. Email updates for contract requestor when a contract is forwarded by the Procurement team for additional review

4. On-line look-up and log of all activity (similar to Web EV)

More communication about the Web CTF will follow the successful completion of the pilot.

Please don't hesitate to contact us if you have any questions by sending us an email to faservice@georgetown.edu.

 
Best,

Andrew Henley
Director
Procurement & Payment
 
 
Related policies, forms, templates:
  • Contracts policy FA #102-08
  • Bid policy FA #123-06
  • Updated contract templates
  • New Sole Source Justification form
  • Updated Tax Questionnaire
  • Updated Waiver of Insurance form
  • New vendor registration site
  • Updated contract procedures and guidelines
Questions?
Comments?

Contact Us

faservice@georgetown.edu
202.687.4848
 
 
Read more »


Nov
18
Web W9 now live
Posted by Andrew Henley on 18 November 2011 09:04 AM
New Web W-9 Vendor Registration System

Dear Colleagues,

The Department of Procurement & Payment has released the new Web W-9 for general use.

The Web W-9 is a UIS approved, secure online portal for payees (US vendors, non-employee reimbursement recipients, honoraria recipients, etc.) to enter their information in order to receive payment from Georgetown University.

The Web W-9 will improve the quality of data collection which will result in faster payments with fewer audit and compliance concerns.

Departments that need to have new payees created simply need to forward this link to the intended recipient:

https://ia.georgetown.edu/finaff/register/w9_form.cfm

After receipt of the digital W-9, Procurement & Payment will vet the vendor information with the IRS and eCustoms to verify identity. With successful return of the information, the new vendor will automatically activate in the University's PeopleSoft vendor database. At that point the vendor can be paid. Typically this process takes less than three business days.

The status of any new vendor W-9 submission can be viewed via Access +.

The Web W-9 will be required starting January 1, 2012. and will replace paper submission. GU departments are not required to maintain copies of W-9s. Please do not submit them as part of an EV, PO, or contract package.

The Web W-9 is for non-employee US citizens, permanent residents, or resident aliens only. Individuals or organizations that are required to use a W8-BEN are not eligible for this process.

For additional information please visit our knowledge base.

 Please don't hesitate to contact us if you have any questions by either sending us and email to: faservice@georgetown.edu or by calling us at 202-687-4848.

Best,

Andrew Henley
Director
Procurement & Payment
 



Georgetown University's new Web W-9 system:

For all US:
  • vendors
  • payees
  • honoraria recipients
  • non-employee reimbursement recipients



Questions?
Comments?

Contact Us

faservice@georgetown.edu
202.687.4848
 
Read more »


Nov
17
Updated Procurement & Payment policies and forms
Posted by Andrew Henley on 17 November 2011 12:00 PM

   

 
Procurement & Payment:
Updated policies, forms and templates

Dear Colleagues,

In our effort to streamline our policies and procedures to help protect the University from potential risk while helping you perform your day-to-day activities in a more efficient way, we have updated two of our policies regarding procurement:

1. Contracts Policy   FA# 108-02
2. Bid Policy            FA# 123-06

Please take a few minutes to read these two documents. The major changes are:

  • New catering contract guidelines
  • New bidding requirements and thresholds
  • New sole source justification procedure
  • Revised signature authority for contracts
In addition to the updated policies, you can also find revised and edited forms and templates on our website. Please make sure to use these forms and templates going forward and refer back to the site periodically to ensure you are always using the most updated versions of these forms. 

Just as a reminder, please remember that we need to have a contract in place for services, as well as in certain situations for goods (e.g. equipment with warranty specifications, installation and labor terms, etc.) regardless of the dollar amount of the contract.

All non-construction, non-employment, non-revenue generating contracts must be sent to Procurement & Payment for review. Please attach a Contract Transmittal Form (CTF) with budgetary approval based on existing delegated signature authority levels together with your contract package. You can read more about our procedures and requirements in our Contract Guidelines.

Please do not promise (in writing or verbally) an agreement to any outside vendor or independent contractor until the agreement has been reviewed, approved and signed by delegated individuals at the Office of Financial Affairs.

Georgetown's Training and Development Program offers a monthly training course on Procurement at Georgetown which you might find beneficial in understanding the new requirements and procedures. The next class is going to take place on November 16 starting at 2pm at 2121 Wisconsin Ave, C2 training room.

Please feel free to contact your procurement agent if you have any questions regarding the policies, forms, templates, or you need help negotiating with a vendor, or simply finding the best solution for your program's needs. We are here to help you find solutions that best fit your needs.

Your procurement agents are:

Main Campus -- Alexander Gee, 7-4808
Medical Center -- Christie Cook, 7-7741
Medical Center -- Armando Espinosa, 7-2445
Law Center -- Jane Lamb, 7-2507
University Services -- Thuy Nguyen, 7-0639

Associate Director for Procurement --
Aliz Agoston, 7-6770

Once the contracting process is complete, the vendor can start the service or can deliver the goods.

Please adhere to campus policies set by campus CFO offices.

These changes are effective immediately, but will not be enforced until January 1, 2012. Contracts and requisitions in progress are not affected by these changes.

Please don't hesitate to contact us if you have any questions by sending us an email to faservice@georgetown.edu.

We appreciate your feedback and we are looking forward to our continued collaboration.

Best,

Andrew Henley
Director
Procurement & Payment
 


 
New policies, forms, templates:
  • Contracts policy FA #102-08
  • Bid policy FA #123-06
  • Updated contract templates
  • New Sole Source Justification form
  • Updated Tax Questionnaire
  • Updated Waiver of Insurance form
  • New vendor registration site
  • Updated contract procedures and guidelines
Questions?
Comments?

Contact Us

faservice@georgetown.edu
202.687.4848
 
 
Read more »


Jun
30
New F&A Rate for University
Posted by James Reisert on 30 June 2011 02:46 PM
On April 8, 2011, Financial Affairs finalized negotiations for our Facilities & Administrative Rate Agreement (F&A) with the Division of Cost Allocation (DCA), Department of Health and Human Services.  Under the leadership of Lennie Carter, Georgetown’s Sponsored Accounting staff worked with Frank McKune, Huron Consulting Services, over the past two years to propose and negotiate a new recovery rate for our federally sponsored activity.  We are pleased to report that the rate will increase from 53.5% to 55.0% for FY2012 and 2013 and then to 55.5% for FY2014.  This is the first increase for Georgetown in more than a decade.  The rate change has the potential to increase cost recovery by $4.0M over the three year period and places Georgetown in a strong position for the next negotiation.

New Agreement: http://gufinancialaffairs.helpserve.com/Knowledgebase/Article/View/10/0/agreement-federal-rate-agreements

Effective June 3, 2011, the following are the indirect cost rates that should be incorporated in all outgoing proposals to U.S. Government agencies:
  •   Rates effective July 1, 2011 - June 30, 2013
    • On-campus research:  55%
    • On-campus instruction: 55%
    • On-campus other sponsored activities: 40%
    • Off-campus research, instruction and other sponsored activities:  26%
       
  • Rates effective July 1, 2013 - until further notification
    • On-campus research:  55.5%
    • All other rates remain as stated above.
All existing RX centers will remain at the rate that is currently in effect.  The new rate can be used on all new awards with NOGA's received after June 3, 2011.

The following fringe benefit rates are in effect for the period July 1, 2011 - June 30, 2012 and will be applied to all existing RX centers: 
  • Full time faculty and staff:  35%
  • Postdoctoral fellows, residents and interns:  13.8%
  • Part time and temporary employees:  7.4%
If you have any questions, please feel free to contact Jim Reisert 202-687-2313 or jlr23@georgetown.edu or submit a question to our customer service system
Read more »


Sep
16
Georgetown University's Division of Financial Affairs Client Services Team does not solicit and will not collect Electronic Protected Information (EPI).
Posted by Andrew Henley on 16 September 2010 03:59 PM

Georgetown University's Division of Financial Affairs Client Services Team does not solicit and will not collect Electronic Protected Information (EPI).  This includes, but is not limited to:

  • social security numbers
  • date of birth
  • mother's maiden name
  • credit card information

Any unsolicited submission of such information will result in the deletion of the trouble ticket.


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