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May 2025 Procurement & Distribution Services Newsletter

May 2025 Procurement & Distribution Services Newsletter

 

Please forward internally to other CWRU employees who may find this newsletter useful.  To view past newsletters and if this newsletter was forwarded to you and you would like to receive future announcements from procurement, sign up here: https://case.edu/procurement/about-us/newsletter  

In this Issue:

  • Fiscal Year End Closing Dates
    • PCard/DCard
    • Accounts Payable
    • Contracts
  • Procurement Forms
    • Supplier Information Form - USE THIS ONE!
    • Link
  • New SmartCart Vendors
    • Garden Food Services (DBA - 3rd Coast Coffee)
    • Atlas Management Corporation (DBA - American Coffee Services)  
    • Club Colors Buyer LLC
    • Midwest Scientific
  • Coming Soon
    • Supplier Information Form, Electronic Format
      • Testers wanted!  
    • Policy updates
  • General Reminders


Fiscal Year End is Approaching

It's that time of year again!  Below is a summary of the dates that will apply to AP and Purchasing regarding the 2025 Fiscal Close.  Should you have questions or want to see the full Year End Memo, please visit https://case.edu/controller/resources/memos.

Fiscal Year-End Close Submission Dates for Procurement & Distribution Services.

**The dates below represent the final cut-off.  Please send items that need to be processed before year-end into PDS as early as possible to ensure timely processing. It can take 4-10 days to process an invoice.  Waiting to the last minute to submit requests and requests submitted outside of normal channels may be delayed and may not be processed for FY25.**

All invoices must include the following: Vendor's Remit To Address,    

PCard-DCard

  • 6/25/2025 - Last day to make purchases on PCard/DCard and have them charged to June statements
  • 6/27/2025 - All PCard and DCard transactions must be reconciled by June 27th


Accounts Payable

  • 7/9/2025 - All invoices must be received by AP by 12 pm on July 9th to be charged to FY25 funds.  All invoices must be submitted to invoices-pds@case.edu. Do not wait until the last week to submit invoices. We receive a high volume of invoices this time of year, and late submissions have the potential of not being processed for FY25.
  • Invoices received by June 30 will be reported on the June preliminary run.
  • Invoices submitted after 5 pm on June 30 through 12 pm on July 9 will be included in the June final run.
  • 7/9/2025 - Last day to submit an Expense Report to AP for processing.  All Expense Reports must be submitted and approved by the requestor's department by 12 pm
  • 7/9/2025 - Last day to submit a Payment Request for processing in FY 2025.  All Payment Requests must be submitted and approved by the requestor's department by 12 pm

Contracts

  • Please submit all contracts by June 13th to provide the highest probability that the contract will be executed by year-end.  While the vast majority of contracts are executed in under 7 days, year-end is a peak season for our contracts team. 

 

Procurement Forms

 

New SmartCART Suppliers
The suppliers are now on SmartCART

  • Garden Food Services (DBA - 3rd Coast Coffee) -
    • Preferred supplier for coffee, tea, machines, and related supplies
    • Starting June 1st, the supplier is no longer accepting non-SmartCart PO's.  All orders for machines, coffee, tea, supplies, and services must be made on SmartCART with this supplier.
    • New POD Coffee is available in a wide variety of new aromatic flavors (check out SmartCART). YUM!  POD coffee is an environmentally friendly option, making sustainability a priority.  3rd Coast Coffee provides POD brewers at no charge to your department as long as you purchase the coffee from them on SmartCART. 
  • Atlas Management Corporation (DBA - American Coffee Services) -
    • Preferred supplier for coffee, tea, machines, and related supplies
    • Starting June 1st, the supplier is no longer accepting orders using a speedtype)
  • Club Colors Buyer LLC
    • Purchase pre-approved CWRU-branded apparel for your department and join in on Blue CWRU Fridays.
  • Midwest Scientific
    • A Leading distributor of lab equipment, scientific supplies and reagents.  


Coming Soon

  • Electronic Supplier Information Form -  The #1 request from the campus community is an online fillable Supplier Information Form.  Due to the sensitive information collected, like tax ID's and banking information, this has presented some challenges. We are excited to share that we are currently testing a tool and seek to soft-launch it in Q1 of FY26.  This should eliminate much of the back and forth that occurs for incomplete form submissions.
    • We will need departments to start testing the new form as soon as it is ready with real supplier data.  Click the link to participate in this initial group of testers.  CLICK LINK
  • Policy Updates Coming - we are currently working on updating the Catering & Events Policy and Procurement Policy.  These updates will be available in July 2025.  


General Reminders

  1. On-Campus Visits. Procurement & Distribution Services is scheduling departmental visits around campus throughout 2025. These visits aim to build relationships with users, provide an overview of each PDS team, and answer questions. We also offer department refresher training tailored to your school's or department’s needs. To invite PDS to visit, contact Ashley Frantz, Chief Procurement Officer, AXF335@case.edu, 216-368-2595.  
  2. Incomplete supplier information forms may cause delays or rejections in supplier setup, requesting processing, and invoice processing. If using an applicable form as part of the workflow, please ensure it is filled out completely and correctly. Forms can be found here: https://case.edu/procurement/purchasing/forms
  3. Contracts - Before routing contracts, verify requisition comments and ensure details like the vendor signatory’s information and all contract pages are included. The updated list of persons authorized to sign CWRU contracts can be found here: https://case.edu/generalcounsel/faqs
  4. Invoices.  On average, it takes Accounts Payable 4-10 business days to process a PO (Jan, June, July, and December being the busiest months).  We process over 100,000 invoices annually. To ensure your invoice is processed promptly, please complete the following:
    • The invoice should be in PDF format (one invoice per email) is submitted to invoices-pds@case.edu.  
    • The invoice should include the applicable CWRU purchase order number.