Procurement Services Announcements Wednesday, January 24 th, 2018 HAPPY NEW YEAR!

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1 Procurement Services Announcements Wednesday, January 24 th, 2018 HAPPY NEW YEAR! 1. Guest Vendor- Jim Gonzales UniFirst 2. Guest Speaker Kara Newcomb, Managing Director for Payroll and Tax New tax legislation impacting moving expenses and reimbursements. 3. Lesley Nall Washington was recently promoted to Executive Director at the College of Architecture. Her final day in Procurement Services was December 31, Departments should direct Contracting Office issue to Procurement Services plans to hire a new Contract Specialist by March. 4. Robert Rangel will be retiring at the end of January after 36 years of dedicated service. I would like to introduce Faith Boren. Faith will be taking Robert s position in the Vendor Services office. Departments may contact Vendor Services at vendor.services@ttu.edu for any future questions. 5. Jennifer Adling is now our Chief Procurement Officer, congratulations to her! We are in the process of hiring a new Contract Specialist and a new Assistant Managing Director. In addition, our offices will be moving to the Tech Plaza Building sometime in March or April. We will keep you informed on the details as we receive them. 6. Participant travel payments may now be submitted in Techbuy with scanned copies of receipts as supporting documentation. The requisition preparer must attest, via comment on the requisition in TechBuy, that they are in possession of the original receipts. Departments will now be required to retain the original receipts for a period of three years and must provide the documentation in the event of an audit. The existing process for employee reimbursements will not change. Original receipts must be sent in to Payment Services prior to payment. Please payment.services@ttu.edu for any questions relating to this policy. 7. Please remember to use the new Independent Contractor Questionnaire (ICQ) from for guest speakers and payments to individuals 8. Temporary Staffing Services Contract C05125 has changed vendor names from G. Goren Services to KT Black Services. Any future requisitions will need to be made out to KT Black Services. KT Black is a Certified Texas HUB and a Federal Certified Woman Owned Small Business. 9. A reminder for all departments that use this contract or any other contract, it is your responsibility to monitor the prices that are being charged. Please contact contracting@ttu.edu or techbuy.purchasing@ttu.edu for the current contract pricing. 10. The Lonestar and Supplyworks punch-out is now active in TechBuy. Purchasing is currently working on a punchout with Smith and Associates/Mayfield Paper and Navajo Office Supply for furniture.

2 11. We are excited to announce that our Staples representative is now Cecilia Delgado (Cecy). Please see her contact information below. Cecy Delgado STAPLES Business Advantage Customer Service Summus Customer Service Furniture Customer Service Please be mindful of fraudulent activity in the form of fraudulent s, requests for quotes, and purchase orders. Please protect your data and do not open suspicious phishing s. If you receive an that you suspect is fraudulent (related to a quote, purchase, or payment), please send the as an attachment to techbuy.purchasing@ttu.edu. 13. TTU Surplus Warehouse will have an inventory sale on Wednesday January 31, 2018 from 1:30-4:00. Inventory includes chairs, filing cabinets, desks, and other various surplus items. Cash and checks will be accepted. No credit cards can be processed at the Warehouse. Great deals will be made to move the surplus items. TTU Surplus Warehouse is located at 4611 Erskine Ave. Purchased items must be picked up on Wednesday January 31, 2018 before 5 P.M. 14. Contracting (Leticia Cobos) Delegated Signature Authority i. Procurement Services Website > Resources > Contract Management Handbook > Exhibit O-Summary of Delegated Contract Authority Contracting Questions/Concerns i. Please contact contracting@ttu.edu. 15. The mileage reimbursement rate for personal vehicle mileage increased to 54.5 cents per mile effective January 1, If a travel mileage reimbursement (trip) crosses the end of the calendar year, you will need to list the reimbursements as two separate items in the travel system or in the mileage calculator. 16. Effective January 22, 2018, Amazon Business will no longer offer free two-day shipping on orders over $49. They will provide free shipping (5-8 business days) for orders over $25. Procurement Services is working with Amazon on the current shipping issues many departments have experienced. Departments may also have orders shipped to the Amazon Store for pick up. The store is located at th Street, Suite 400. Additional instructions are available at: Procurement Card FAQs will be available on the Procurement Services Website under Procurement Card Services header. 18. The Small Business Expo will be held Tuesday, May 1st at the McKenzie-Merket Alumni Center from 8:00 am to 12:00 pm. 19. Below are the Procurement Services training classes scheduled:

3 Account Code Training for Expenditures 1/30/18 Procure to Pay 2/15/18 Procurement Card Training 2/07/18 TechBuy Shopper Training 2/19/18 Travel Training 2/15/18 Registration is available in the Sum Total System. 20. The following Procurement Services Forums are scheduled in the SUB Lubbock Room from 3:30-4:30 pm: February 28, 2018; and May 9, 2018.

4 Employee Relocation Expense Changes Recent passage of the Tax Cuts and Jobs Act removes the individual moving expense deduction effective January 1, This change will limit an employer s ability to pay and/or reimburse an employee s moving expense as a nontaxable payment. To ensure compliance with tax legislation, all departments should use the following as guidance for employee/faculty relocations until operating policies are updated Employee/Faculty Relocation Directly Contracted Expense Individual employee moving expenses to a moving company and/or hotel contracted through the Procurement Office. Payment for moving services and/or hotel expenses that occurred prior to January 1, 2018 need to be submitted to Payment Services by February 28, Assuming all criteria for nontaxable relocation prior to January 1, 2018 are met, payment will not be taxable to the employee. Any invoices received after this date will be automatically taxed on the employee s payroll check. Notification of tax applied to employee s payroll will be sent to the individual that prepared the requisition. The employing department will need to inform the employee that applicable taxes will be reflected on the payroll check. Employee Relocation Reimbursement Individual employee moving expenses reimbursed through payroll/eops. All nontaxable moving expenses prior to January 1, 2018 must be submitted in EOPS and through approvals on the NMV earn code by February 16, Receipts must be attached to the transaction or sent to MS1092 by February 16, NMV earn code will be inactivated in EOPS after February 16, Employee/Faculty Relocation Directly Contracted Expense Individual employee moving expenses to a moving company and/or hotel contracted through the Procurement Office. Departments can continue to contract directly with moving companies and/or hotels for employee relocation. All payments on behalf of the employee will be taxable at the supplemental federal income tax withholding rate. Currently 25%, but rate will change to 22% when 2018 tax rates are implemented. Payroll & Tax Services will administratively apply an adjustment to the employee s paycheck to include the relocation expense in gross wages. Notification of tax applied to employee s payroll will be sent to the individual that prepared the requisition. The employing department will need to inform the employee that applicable taxes will be reflected on the payroll check.

5 Employee Relocation Payment Individual employee moving expenses paid through payroll/eops. All relocation payments made beginning January 1, 2018 will be taxable and will be submitted on the MOV earn code. Departments do not have to wait until the move has occurred to submit payment if the offer letter indicating amount of relocation offered is attached to the EOPS transaction. Receipts are not required if offer letter indicating amount of relocation offered is attached to the EOPS transaction. Offer letter templates will need to be updated to indicate applicable taxes will be withheld for relocation payments. Please contact Kara Newcomb, for assistance with updating templates. *NOTE: These changes do not affect business moving expenses. i.e. cost of moving lab equipment for new hires, office moves, etc.