Please join us for our monthly P2P User Meeting where we will be providing information and updates regarding Independent Contractor Policy and Procedure, Honoraria Policy, Candex Payments and Requisition Preliminary Questionnaire.�� In addition, we will provide an overview of the ESQP – Open Markets functionality to create a draft requisition from a quote.

Independent Contractor Process Updates

Information sessions are being held in April to review what you need to know regarding policy and process changes including forms and procedures.�� Updates and information can be found on the UR Procurement Website Independent Contractor page.

Equipment Quoting Standards Platform (ESQP – Open Markets)��

Functionality has been added to allow a P2P Initiator to request a draft requisition from a quote in the ESQP Open Markets platform, edit and submit the requisition in Workday, saving time manually creating a requisition based on the quote. To learn more about this, attend the April P2P Monthly User Meeting or attend one of the training sessions.

Update WB Mason Supply Offering��

Just a friendly reminder that WB Mason is an excellent resource for all our shipping and packaging needs. They’ve expanded their offerings to include a wide variety of supplies like corrugated boxes, shipping tape, mailers, and bubble wrap, often at more favorable rates. Ordering is convenient with free shipping and frequently next-day desktop delivery, making it a great way to manage costs. To place an order, simply log in to UR Marketplace and navigate to the W.B. Mason punch-out to explore their selection.

Exclusive Vendor Alert

Ģ����ý buyers,��please note: Pepsi Beverages Co. is our exclusive vendor and sponsor for all beverage needs. This means you can place your orders directly with Pepsi at discounted prices. For more details or to review any exceptions, please reach out to Lisa-doolin@urmc.rochester.edu��or contact the Procurement Service Center. They’ll be able to provide all the necessary information.

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Coffee Service Vendor Change

Primo Brands, one of our current coffee vendors, will no longer provide coffee services and supplies as of December 31, 2025. We appreciate their partnership and the service they have provided over the years.

Primo remains a preferred water vendor to URochester.

Please note that any coffee device previously managed by Primo Brands will remain in use until it is replaced due to malfunction or a departmental decision to remove it.

Next Steps

• If you currently order coffee supplies from Primo, please prepare to stop before January 1, 2026.
• Please arrange to order coffee supplies with one of the alternative preferred vendors listed below.
• If you currently have a coffee device you no longer wish to use, please request a facilities work order by dialing extension x34567 to review removal needs.
• If a unit needs to be added, removed, or modified (including any piping changes), please contact the Facilities Department at extension��x-34567 to request a work order before engaging with a vendor on the list below. Please note that an account number is required to initiate the request.
• Offsite locations that utilize the Cabot Group please contact your Cabot technician.
• Please consider this as an opportunity to optimize your department’s discretionary spending by consolidating coffee units. This approach can help streamline resources while maintaining efficiency.

Alternative Vendors

• Sirness Services Inc.
  • Contact: Mark A. Whal, President
  • Email: mwhal@sirnesscoffee.com
  • Office: 585-426-3010
  • Supplier ID: V000005918
• Continental Hospitality Holdings, dba “Crickler”
  • Contact: Matthew Kubinski
  • Email: Matthew.Kubinski@continentalserves.com
  • Office: 585-565-2221
  • Supplier ID: SPR140341

For any questions, concerns, or additional information, please reach out to Procurement_Service_Center@ur.rochester.edu

P2P Monthly User Meeting – November 11 at 10am

Join us Tuesday, November 11 at 10:00am for our monthly P2P User meeting. We’ll provide updates and share information including�� Graphite, a new system that streamlines the request and onboarding process for new suppliers (PO and Non-PO)

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P2P Requisitioning Training – November 13 at 1pm

Join us Thursday, November 13 at 1:00pm for our monthly P2P User Training.�� This month we will review requisitioning in Workday including how to create a non-catalog and catalog requisition.

Pcard Office Hours – November 20 at 11am

Join us Thursday, November 20 at 11:00am for our monthly Pcard Office Hours meeting.�� This month we will be providing updates regarding the Amazon Business Account.

UR Procurement (P2P) Marketplace Upgrade – November 14 – 16th

The UR Procurement Marketplace (Jaggaer) is upgraded three times a year. The next scheduled upgrade will occur on the weekend of November 14th. The UR Procurement Marketplace will be unavailable for placing catalog requisitions and the transmission of all P2P purchase orders to suppliers beginning Friday, November 14th starting at 9:00 pm through Sunday afternoon, November 16th.�� This upgrade will have no noticeable end user impacts.

If you have questions or experience any issues, please email Procurement_service_center@ur.rochester.edu or call 585.275.2012

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Coffee & Water Services: Alternative Vendors Available

We want to make you aware of ongoing service disruptions with Primo Water and Coffee, including delivery delays and discontinued coffee products at many locations. While Primo remains an option, we know reliability matters for your day-to-day operations. The University has two excellent approved alternatives that offer both coffee and water:

• Sirness Coffee
  • Email: Mark Whal ��mwahl@sirnesscoffee.com
• Crickler
  • Email: Jim Damon jdamon@cricklervending.com

If you choose to cancel your services with Primo, please follow these steps:

• Email Key Brands at��key@primobrands.com��with your account information and delivery address.
• If you need assistance locating your account information, please contact Melissa Murray at��Melissa_Murray@urmc.rochester.edu��with your FAO#.

W.B. Mason Now Available for Shipping & Packaging Supplies

W.B. Mason is now our preferred supplier for shipping and packaging materials, accessible directly through the UR Marketplace punch-out. This partnership brings you competitive pricing, a wide product selection, and a streamlined ordering experience. Log in to , find the W.B. Mason punch-out, and start browsing. ��If you have any questions or need assistance, please don’t hesitate to reach out to the UR Procurement team. Procurement_Service_Center@UR.Rochester.edu

Updated Tariff Guidelines Now Available

Updated Tariff Guidance has been posted on the UR Procurement website (check “What’s New” on the home page or the Resources page). This resource will help you navigate supplier price increase requests and tariff waivers for research equipment.

P2P Monthly User Meeting – October 14 at 10am

Join us Tuesday, October 14 at 10:00am for our monthly P2P User meeting. We’ll provide updates and share information including�� Candex, a new system that simplifies and speeds up payments for one-time payees—including study subjects, honoraria, and non-employee reimbursements.

��

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Scientific Equipment Tariff Waiver Process

Following our on the new tariffs, we’re providing additional guidance specifically about scientific instruments and apparatus purchased from international vendors.

As an academic research institution, we can apply for tariff waivers on qualifying scientific equipment. The process described below can help determine whether purchases qualify for tariff exclusion. Tariff costs fall to the department’s budget, so we want to outline steps you can take to potentially reduce these expenses. Tariffs may have a significant financial impact ranging from 10% – 35% (or more). In some cases, we are receiving a very short notification period from suppliers about the imposition of tariffs and failure to seek this waiver may result in negative financial impact to the department’s budget.

��Background

For many years, federal law has allowed for tariff-free importation of scientific instruments and apparatus when certain conditions are met:

• the item being imported is intended exclusively for educational purposes or pure scientific research use, and
• instruments or apparatus of “equivalent scientific value” are not being manufactured in the United States.

General purpose equipment, including general purpose computers, do not qualify. Also, items used for nonscientific or noneducational purposes do not qualify. For example, instruments used for routine patient diagnosis or care would not qualify, but instruments used for clinical research could qualify.

Institutions can complete a short application for review by the U.S. Department of Commerce to obtain tariff-free treatment of these imports, which involves a public notice and comment period, followed by Department of Commerce analysis. The entire process can take months, but the importation of the scientific instrument or apparatus does not need to wait until the completion of the process.

Process

Department Responsibilities:

As the scientific experts, departments are best positioned to determine if their equipment qualifies for educational or scientific research purposes. Assess whether the equipment purchase may qualify for a tariff waiver by confirming the equipment meets the basic requirements above. Then use the guidance below to complete Form 338 with detailed technical explanations of why foreign manufacturers are preferable to U.S. alternatives and file the application directly with the U.S. Department of Commerce. Make sure you provide the following information:

1. Product
2. Value
3. Origin location(s)
4. Expected arrival date
5. Whether there was an option to source this equipment from an American competitor
6. Why you elected to purchase from an overseas supplier and what are the unique benefits of the overseas supplier
7. Describe the scientific need for this equipment
8. Current contract terms regarding cancellation, deposit, shipping, logistics or any similar/related issue

Supporting documents, which may include the order confirmation, contract, technical specifications showing unique benefits of the equipment, etc. should also be included.

Corporate Purchasing Responsibilities:

Corporate Purchasing will engage with Office of Counsel to support questions of law or unique circumstances for these exemption requests.

Grant Planning and Budgeting

Departments should incorporate tariffs into grant budgets and an initial analysis of the potential eligibility for tariff waiver should be performed prior to the grant submission where possible. Please contact Purchasing at the email address stated above for planning support.

��Vendor Coordination and Contracting

It is important to note that the entities from which you purchase these items may not be aware of our ability to reduce these tariff costs. Please take time to discuss this issue with manufacturers as soon as you are able, as those organizations may have their own process to apply for tariff-free treatment. Relatedly, you may ask the manufacturers about other customers’ experience with tariffs and ask for the specific Harmonized Tariff Schedule of the United States (HTS) category applicable to the relevant equipment.

Corporate Purchasing and the Office of Counsel have devised contract terms and language to address the treatment of tariffs on future purchases with vendors. Please work with Corporate Purchasing to ensure vendor contracts contain the appropriate language relative to tariff surcharges.

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To ensure a smooth and efficient shipping experience when placing an international order, you are encouraged to use our designated customs broker, EMO Trans to assure a seamless customs clearance process.

Key Benefits of Using EMO Trans:

• Streamlined customs clearance
• Expert handling of international shipments
• Minimized risk of shipment delays or issues

Should you need any assistance or further information, don’t hesitate to reach out to the P2P Service Center Team or contact EMO Trans directly in details found on the Shipping and Freight section on the UR Procurement Website.

New Procurement Guides Available

We’ve published two new guides to help streamline your purchasing experience and answer common questions about our procurement process.

What Documents You Need for – explains what paperwork to include when requesting purchases, like quotes for items over $2,500 and statements of work for services. The guide also clarifies what documents we can’t accept, such as handwritten quotes or outdated paperwork.

– covers when and how to modify existing purchase orders, including what changes are allowed and what documentation is required. Learn the difference between changes you can make yourself versus those requiring purchasing department approval.

Both guides include details and examples to help you submit requests correctly the first time, reducing delays and back-and-forth communications.

Contact the Procurement Office with questions.

Primo Water (formerly Crystal Rock) Service Update

Due to a recent merger, Primo Water is experiencing service disruptions including water backorders, delivery delays, and limited customer service availability. While Primo is working to resolve these issues, no timeline has been provided for improvements.

Your Options:

• Ģ����ý Food and Nutrition offers patient nourishment and coffee options as an in-house alternative
• Continue with Primo using the updated contact process below
• Consider other alternative vendors listed below

Primo Contact Information:

Primo Service Questions or to Terminate Service

For all requests, please provide your Primo account number and specific delivery address details and copy in the rep (Jay Castell) on all email communication.

Email:�� key@primowater.com

Primo New Business Requests

Contact for new business requests and copy on any email communication for service questions and termination requests.

Primo Rep��Jay Castell

Alternative Vendor Options:

��Ģ����ý Food and Nutrition:�� Patient Nourishment/Coffee options

Email: Meichelene Barker

Crickler Vending Services:�� Patient Nourishment/Water Coolers/Coffee Services

Email: Jim Damon

Sirness Coffee:�� Water Infiltration Systems/Coffee Services

Email: ��Mark Wahl

If you have any additional questions or concerns, please contact Melissa Murray in Purchasing.

��

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• Supplier Price Increase Request Guidelines
• Stericycle Invoice Update
• Lyft Healthcare Transportation Service Guidelines
• P2P Security Access and Position Management

Guidelines for Responding to Supplier Price Increase Requests

Newly announced tariffs and a turbulent market has led to an increase in supplier requests for price adjustments. Please note that we should not accept any price increases without proper justification from the suppliers.�� Please review the following on how to respond to a supplier price increase request.

��Stericycle Invoice Update

Stericycle invoices are continuing to be reviewed for accuracy and upon review are approved for full payment, short payment or returned to Stericycle to rebill due to errors found.���� Based on the March invoices reviewed; we expect this will be resolved very soon.

Please continue to forward any invoices you receive to Melissa Murray for review and confirmation until further notice.�� If you need a copy of the Agreement and pricing to confirm your department’s prices, please submit a request for Stericycle pricing to the Procurement Service Center.

Lyft Healthcare Transportation Service Guidelines

New have been posted to the UR Procurement Website for Lyft Healthcare transportation for patients, clinical research subjects, and clinical research-related activities.�� Please review the guidelines for eligible uses, authorization, booking, purchase order instructions and compliance. Questions can be directed to the Procurement Service Center.

��P2P Security Access and Position Management

When MyURHR went live, Workday enabled position management where security is now aligned to a position, not to individuals.�� If you are promoted, you inherit roles associated with the new position and lose access to your prior security.�� If you need prior security roles after transferring to a new position, you will have to do an authorization request to request the access be reinstated.

See the Workday Authorization Request page on the UR Procurement Website.

The page has a guide, a video on how to submit a request to add or remove P2P roles.

��

The post April Updates appeared first on Procurement.

They are experiencing widespread power outages affecting key systems locally.

There is expected to be a minimum of 1+ day delay on processing packages and they plan to catch up through the weekend.

Recommendation: DO NOT SHIP TEMPERATURE SENSITIVE SHIPMENTS TODAY THURSDAY 4/3/25 & FRIDAY 4/4/25

��Outbound Shipments Using:

1. Dry ice packaging
2. Gel pack cooling
3. Other temperature-control methods

��Examples of Impact Areas:

1. Research specimen transfers
2. Clinical laboratory samples
3. Temperature-sensitive equipment
4. Pharmaceutical supplies

5. Clinical trial materials

General Shipping Assistance

OptiFreight Logistics, Cara Park cara.park@cardinalhealth.com

Leverage this link to check operational delays by location:

For the most up-to-date information on weather impacts:

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Winter weather has impacted the Memphis, TN FedEx Express hub and contingency plans have been implemented.

FedEx is anticipating shipments may receive an additional +1 day of service.

**It is highly advised to consider not shipping cold pack/temperature-controlled shipments to/from any of the affected areas**

��This Advisory Affects:

��Outbound Shipments Using:

1. Dry ice packaging
2. Gel pack cooling
3. Other temperature-control methods

��Examples of Impact Areas:

1. Research specimen transfers
2. Clinical laboratory samples
3. Temperature-sensitive equipment
4. Pharmaceutical supplies
5. Clinical trial materials

��Recommended Actions for Outbound Shipments:

1. Consider postponing shipments with gel packs or dry ice
2. Review shipping schedules for temperature-sensitive prescriptions
3. Coordinate with recipients about potential delays
4. If you make the decision to ship sensitive packages the remainder of this week, especially dry ice, they advise adding enough dry ice to last 72+ hours and understand the inherit risk of shipping during a weather event.

��For Inbound Shipments:

1. Contact your sending sites about adjusting shipping schedules
2. Consider temporary hold on incoming temperature-sensitive materials

��Support Resources Shipping Assistance:

1. URMC Purchasing Support
   1. Email: procurement_service_center@ur.rochester.edu

General Inquiries:

1. General Shipping Assistance and Logistics Support:
   1. OptiFreight Logistics, Cara Park cara.park@cardinalhealth.com

Stay Informed:

To check operational delays by location:

For the most up-to-date information on weather impacts:

The post Fed-Ex Service Alerts: Weather & Operational Delays appeared first on Procurement.

Potential delays are possible for package deliveries with a commitment of today (Tuesday, January 21, 2025).

There may be different levels of impact depending on the selected services, city, state, and zip code.��

Disruption Details:

Additional information and details regarding the potential weather and service disruption and can be found .

To subscribe to FedEx Alerts and Service Disruption notifications, click .

Support Resources:

Logistics Support:

Cardinal OptiFreight (University’s 3rd party logistics company)

Contact: Cara Park, Territory Consultant

Mobile: 607.423.2697

��Stay Informed

• Check FedEx Service Alerts

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Important Notice for Temperature-Sensitive Shipments

FedEx has advised of potential service disruptions due to Winter Storm Blair. Delays and disruptions could be possible for inbound and outbound shipments in due to local conditions and restrictions.

It is highly advised to consider not shipping cold pack/temperature-controlled shipments to/from any of the affected areas.

This Advisory Affects:

Outbound Shipments Using:

• Dry ice packaging
• Gel pack cooling
• Other temperature-control methods

Examples of Impact Areas:

• Research specimen transfers
• Clinical laboratory samples
• Temperature-sensitive equipment
• Pharmaceutical supplies
• Clinical trial materials

Recommended Actions

For Outbound Shipments:

• Consider postponing shipments with gel packs or dry ice
• Review shipping schedules for temperature-sensitive prescriptions
• Coordinate with recipients about potential delays

For Inbound Shipments:

• Contact your sending sites about adjusting shipping schedules
• Consider temporary hold on incoming temperature-sensitive materials

Support Resources

Logistics Support:

Cardinal OptiFreight (University’s 3rd party logistics company)

Contact: Cara Park, Territory Consultant

Mobile: 607.423.2697

��Stay Informed

• Check

Questions? Contact your department administrator or Logistics support listed above.

Stericycle Update

Purchasing is continuing to work with Stericycle and Accounts Payable to ensure fees and invoices are correct that resulted from a Stericycle system upgrade. Open invoices from September 2023 through October 2024 were recently approved.���� We will continue to work with Stericycle to bring our account up to date and provide ongoing monitoring to assure there are no issues or concerns moving forward.�� If you receive invoices from Stericycle, please disregard them until you receive further communication to submit them for payment.

��Additionally, we have worked on MyStericyle.com registration with department representatives to allow continuous review of invoices and services.�� Please note that Stericycle does charge a minimum fee for a service visit so accounts should review their service schedule to ensure it is set up efficiently.�� ��Any questions regarding Stericycle and billing issues should be directed to Melissa Murray

��2025 P2P User Meeting Schedule

The P2P Monthly User Meetings will resume on January 14, 2025.�� They are held on the 2^nd Tuesday of each month from 10 – 11am. The events and details on how to join the zoom sessions can be found on the UR Procurement or on

2025 Pcard Office Hours Schedule

The Pcard Office Hours will resume on January 24, 2025.�� The schedule can be found on the UR Procurement or on the Procure to Pay (P2P) Page.

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