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Expense reports must be submitted and approved by Supervisors by 12/6 IN CONCUR in order to be paid in 2023. After 12/6 any previous expense will not be able to be reconciled in Concur or transferred to Workday. Charges not reconciled and approved by 12/6 will be charged against their Division’s Reserve. P-card transactions/expenses after 12/6 should be for emergency use only to minimize the number of expense reports being held/submitted in Workday after go-live. Please plan ahead. Any new transactions/expenses after 12/6 will be held and submitted IN WORKDAY after go-live. |
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Suspension Date |
Activities to be temporarily suspended |
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Dec. 6, 2023 - Dec. 31, 2023 |
P Card Charges Charges posted to your card until December 6 should be reconciled in Concur as soon as possible. Charges posted to your card after 12/6 will need to be reconciled on an Expense Report in Workday in January. We encourage you to complete all transactions using a P Card in November to minimize the number of transactions to be completed within Workday in January. |
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Dec. 6, 2023 – Dec. 31, 2023 |
Expense Report Submission/Approval |
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Dec. 8, 2023 – Dec. 31, 2023 |
Requisitions |
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Dec. 8, 2023 – Dec. 31, 2023 |
Technology Acquisition (orders) |
Workday Key Dates
A number of personnel and financial processes will be suspended in advance of the Workday going live in January. To view all key dates relating to the Workday transition, visit the Workday Key Dates webpage.
ATTENTION VENDORS!
There have been a number of attempts by unscrupulous individuals to place fraudulent orders using Grand Valley State University as the originator.
- If the product being ordered is not being shipped to Grand Valley State University's Allendale or Grand Rapids Michigan campuses, you should be suspicious.
- Also pay close attention to the originating email and phone number, as these will be indicators that the request is bogus.
- All GVSU employees have an email address ending in gvsu.edu and a phone number beginning with 616-331-xxxx
- Fraudsters may send emails claiming to be from a GVSU employee that end in .gov or .org, these are not legitimate. They have also been using fake email addresses that link directly to our website. Please stay vigilant and call our office (616-331-2280) with any questions.
- If you receive an email that you suspect is fraudulent, click "File FBI Complaint" below, or contact a Procurement Services team member with further inquiries.
Welcome!
Thank you for visiting the Procurement Services website! We hope this will serve as a valuable resource for GVSU Faculty & Staff and outside vendors to access information about all functions of purchasing. As always, we are more than happy to answer any questions you might have, so feel free to contact us at any time. We will respond as soon as possible during normal business hours.
If you are looking to contact your department's assigned Buyer, please use the Buyer Lookup below.
Procurement Services Announcements
3rd Party Data Breaches
Attention GVSU Employees - If you have received email correspondence or a letter from any 3rd party stating "Notice of Data Incident”, “Notice of Data Breach”, “Important information about a privacy incident”, “Notification of Vendor Data Incident” or something similar - please send all of those notices to Heather Taylor [email protected]. Please send anything that you've received in the last few months that you can recall, as well as anything that is received in the future.
Payment Terms Update
Supplier Payment Terms Update
October 1, 2023
Dear Valued Partner,
To begin I would like to thank you for the benefits and value your company has been providing to our university. We are very pleased with your services/goods and appreciate the professionalism and commitment your company shows through your staff and your services.
Grand Valley State University has recently made the decision to move to a new financial system, Workday. As part of this transition, we have spent time reviewing our payment process with all our suppliers and partners. During this review Grand Valley State University has decided to set a flat payment term with all our suppliers to Net 30 days, which become effective starting January 1, 2024.
If different terms have already been negotiated with your company, please submit a copy of that agreement to Procurement at [email protected] or via mail:
Grand Valley State University
2015 JHZ
1 Campus Drive
Allendale, MI 49412
We are excited about the efficiency of the procurement and payment processes Workday brings to us, including faster invoice processing and a supplier portal. We ask for your patience as we transition to this new system during December 2023 and into January 2024 and the following months. Please watch for further communication regarding the new supplier portal in the coming months.
Please let us know if you have any questions on this change to payment terms. We look forward to continuing our relationship with you!
For questions or concerns, please contact our office at 616-331-2233 or email [email protected].
Sincerely,
Aaron Caccmo
Director of Procurement Services
Erica Herwig
Asst Controller AP and Finance Systems
ODP Business Solutions Small Order Charge
Effective January 6, 2023 - all orders totaling less than $25 will have an additional fee of $5.95. This is due to added costs of deliveries and to work toward a more sustainable carbon footprint. We recommend consolidating your orders whenever possible to increase your order size and help reduce the frequency of orders being placed. Orders totaling $25.00 or greater (including orders meeting this threshold that are split into smaller orders by ODP) will not have any additional charges.
Purchasing Card Program Training
We have created a new training website specifically for purchasing cardholders! Make sure to check back often as we add more content.
Amazon Business
Procurement Services is excited to announce that GVSU is joining Amazon Business! Please visit our informational website for FAQ's, User Guides, Registration instructions and more!
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