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Volume 4, Issue 2 Special Edition

Date Released: 23 June 2014

proCWRUment 2014 Volume 4 Issue 2 Special Edition

Vol. 4, Issue 2, 2014

This newsletter is published by The Office of Procurement and Distribution Services, Case Western Reserve University. To communicate with the editor, email:

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Did You Know?

  • Please remember not to use your Pcard for store memberships like Amazon Prime or bulk office supplies like copier paper.
  • The Stuck Active Cart fix PDF is available here and has screen shots of how to resolve this issue. If you have a cart that keeps adding items and will not delete please use this process.
  • Attaching your PCard receipts electronically in PaymentNet4 will save time when your card is selected for audit. If all receipts exist in PN4, the auditor will not need to come to your office.
  • Please use caution when visiting us on Cedar due to ongoing construction.

Contact PDS

Hours of Operation:

8:30 am - 5:00 pm M-F

Phone: 216-368-2560

General Information: 

Change an address in PS Financials:

PCard Information:

Pcard Audit Info:

Establishing Supplier Connections:

Submit Contract Info:

Submit Invoices:

The University Movers:

Contact our Preferred Suppliers:

Contact Information:


Fisher Scientific:




2014 Fiscal Year End (FY14) - AP Reminders

June 2014 Fiscal Year End Calendar

1. Please make sure that purchase order is on invoice.

2. Please make sure funds are on the purchase order.

3. If your invoice is scanned over, it must be legible.

4. Invoices must be received by July 8, 2014 in order to make year end close.

5. T & E reimbursements must be entered and approved by July 8th, 2014 for year end.

6. Pay Requests deadline is June 27, 2014 for year end.

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Closing POs in PeopleSoft Financials

PeopleSoft Financials

  • ‌Please ensure there are not any outstanding invoices that need to be paid against the PO prior to requesting for it to be closed.Once the PO has been closed, the funds will be unencumbered and released back to your budget.

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PCard FY14 Close Info

Credit Card
All PCard purchases must be made by June 25th, 2014 to be included in the FY14 close. Charges made on June 26th, 2014 will be in FY15. 

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Record Retention

DocumentsAs part of an ongoing effort to improve efficiency, decrease costs and eliminate unnecessary bureaucracy, the Controller's Office has implemented a new record retention schedule for financial documents effective July 1, 2003. In many cases, the new retention period is shorter than previously published guidelines and should therefore reduce storage costs. The ability to reproduce many of the reports from Peoplesoft back to Fiscal Year 1999 also reduces the need to store paper-based reports. Any area that retains copies of these documents should follow these new retention guidelines. Departments may be required to keep additional financial or non-financial documents not listed in this schedule. The retention period for those documents should not change without first consulting CWRU Audit Services and the appropriate regulatory agency.

CWRU Record Retention Policy from the Controller's Office

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SmartCART Vendors

sc bullet AG Print Promo  Life Technologies
sc bullet Airgas sc bullet LPS
sc bullet Apple Computers sc bullet McMaster Carr
sc bullet B&H Photo New sc bullet MCPc
sc bullet BD Biosciences sc bullet National Gift Card
sc bullet BioExpress sc bullet OfficeMax
sc bullet Bio-Rad Laboratories sc bullet Qiagen
sc bullet  CDW-G sc bullet Quez Media New
sc bullet Dell sc bullet R&D Systems
sc bullet Denville Scientific sc bullet Roche
sc bullet Dot Scientific sc bullet Roche Freezer New
sc bullet Fisher Scientific sc bullet Sigma Aldrich
sc bullet Fisher Stockroom sc bullet Steelcase
sc bullet GovConnection sc bullet TLC Springwater
sc bullet Grainger sc bullet VWR International
sc bullet Henry Schei sc bullet XpedX

Coming Soon!
New SmartCART Forms


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