Issue #101, March 25, 2014

E-ACCESS – A Resource Management Publication
Website: http://purchasing.wustl.edu
Issue #101, March 25, 2014

IN THIS ISSUE:

01. Contract Update – Specialty Underwriters Equipment Maintenance Program
02. Contract Update – New Airgas Punch-out Catalog and Price Reduction
03. Contract Update – World Wide Technology, Amended Contract
04. R & D Systems Products Now Available Through Fisher
05. Preferred Hotel Agreements Outside St. Louis Missouri
06. New Mileage Rates Effective January 1, 2014

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1) Contract Update – Specialty Underwriters Equipment Maintenance Program

Specialty Underwriters is the preferred supplier for Equipment Maintenance Management Programs. Specialty Underwriters provides a cost effective tool to manage your equipment service requirements. Departments can easily add coverage for equipment, track repair requests, and better manage the equipment repair budget. Specialty Underwriters can also track warranties of new equipment, notify the supplier if warranty repairs are needed and automatically add the equipment to the program at discounted rates when the warranty expires.

Often, there is confusion as to who performs the actual service under this program. The advantage is that in most cases, the same company that provides the service today can continue as the service provider under the Specialty Underwriters program. There is only one number to call for service for any covered equipment and cost savings range from 15-25% versus the Original Equipment Manufacturer (OEM) service agreement cost.

The type of equipment that can be covered includes Laboratory Equipment, Communication Systems, Security Systems, Office Equipment and Networks & Servers.

Specialty Underwriters is managing equipment for over 20 Washington University departments and has saved the university over $300,000 since the program started.

To get started you can contact either the Specialty Underwriter’s Matt Roncone at mroncone@su-group.com or 414-281-1100/800-558-9910 or Purchasing Services, Bob Weinstein at 314-935-4298 bob_weinstein@wustl.edu.

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2) Contract Update – New Airgas Punch-out Catalog and Price Reduction

Effective immediately, cylinder gas pricing from Airgas will be reduced by 4% through December 31, 2014. Also, rather than list separate line item charges for Hazmat and delivery charges, a lower combined Hazmat and delivery charge of $3.75 will be included in the product pricing.

If you have questions regarding these changes to the Airgas contract please contact Bob Weinstein at bob_weinstein@wustl.edu or 314-935-4298 or Derek Ranabarger, Airgas, at derek.ranabarger@airgas.com.

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3) Contract Update – World Wide Technology, Amended Contract

The World Wide Technology, Inc. contract has been amended to provide a 55% discount (previously 41.5%) off of list price on Cisco branded equipment through January 31, 2015. Cisco Maintenance will remain at 33% off list. This new discount structure is projected to save the University $407,000 annually.

For more information contact Chris Doyle at Christopher_Doyle@wustl.edu or 314-935-7689.

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4) R & D Systems Products Now Available Through Fisher

Order these products thru Fisher to save on shipping. In most cases, the purchase price is exactly the same and you can avoid the $34.50 – $40 shipping fee charged by R&D on direct orders.

For more information contact Greg Mosley at gmosley@wustl.edu or 314-935-5927.

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5) Preferred Hotel Agreements Outside St. Louis, Missouri

We have negotiated hotel rates in Atlanta, Georgia with the following hotels:

The Westin Peachtree Plaza
210 Peachtree St
Atlanta, GA 30303
(404) 832-8060

W Atlanta Midtown
188 14th Street, NE
Atlanta, GA 30361
(404) 832-8060

W Atlanta Buckhead
3377 Peachtree Road NE
Atlanta, GA 30326
(404) 832-8060

We have negotiated a hotel rate in Chicago, Illinois with the following hotels:

W Chicago Lake Shore
644 N. Lake Shore Drive
Chicago, IL 60611
877-946-8357

W Chicago City Center
172 W. Adams Street
Chicago, IL 60603
877-946-8357

We have negotiated a hotel rate in Miami, Florida with the following hotel:

Sheraton Miami Airport Hotel
3900 NW 21st Street
Miami, FL 33142
(800) 325-3535

We have negotiated a hotel rate in Orlando, Florida with the following hotel:

Drury Inn & Suites Orlando
7301 West Sand Lake Road
Orlando, FL 32819
(800) 378-7946

We have negotiated a hotel rate in New Orleans, Louisiana with the following hotels:

Sheraton Hotel
500 Canal Street
New Orleans, LA 70130
(888) 627-7033

Westin Hotel
100 Rue Iberville
New Orleans, LA 70130
(800) 937-8461

W New Orleans
333 Poydras Street
New Orleans, LA 70130
(800) 522-6963

W French Quarter
316 Chartres Street
New Orleans, LA 70130
(800) 522-6963

We also have hotel rates in the following cities:

Washington D.C.
The Dupont Hotel
1500 New Hampshire Avenue, NW
Washington DC 20036
(202) 797-0160

Chicago, Illinois
The Westin Michigan Avenue
909 Michigan Avenue
Chicago, IL 60611
(888) 627-8385

The above cities were chosen because of our frequent travel to these areas. For all of these locations be sure to ask for the Washington University in Saint Louis rate. Proof of affiliation may be required upon arrival (business card or employee ID). For more information please visit the Purchasing Services website at (http://purchasing.wustl.edu/) or contact Chris Doyle at 314-935-7689.

Please feel free to provide Chris with your feedback on these hotels.

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6) New Mileage Rates Effective January 1, 2014

Effective January 1, 2014, the standard mileage rate for business travel is 56 cents per mile. This rate is published by the Department of Treasury for use as the standard mileage rate by the Internal Revenue Service, and will be used by the University as the reimbursement rate for expenses incurred by faculty, staff and students while on University authorized business.

A reduced standard mileage rate applies for relocation travel (moving expenses reimbursements), medical/patient care travel (including research subjects) and charitable travel. According to the Internal Revenue Service, these reduced mileage rates are not intended to include the cost of depreciation, maintenance and repairs, insurance and registration fees, which are not expenses for relocation, medical or charitable travel.

The relocation mileage rate of 23.5 cents per mile is to be used by employees submitting an approved moving expense report, including house hunting trips. The charitable mileage rate of 14 cents per mile is to be used when reimbursing anyone for volunteering their time at the University.

The Medical mileage rate of 23.5 cents per mile is to be used when reimbursing anyone for patient travel or participation in a medical research study. Any reimbursements in excess of the 23.5 cents standard rate are considered taxable income to the individual being reimbursed, and the amount reimbursed over the standard rate should be coded using budget object code 3505. For example, if you reimburse a research subject 56 cents per mile, then the 32.5 cents paid in excess of the standard rate is considered taxable income and should be coded to BUOB 3505. The standard rate portion of an excess reimbursement and all other reimbursements at the standard rate of 23.5 cents per mile should be coded to budget object code 3641.

For reference purposes, current and prior year standard mileage rates are shown in the table at http://tax.wustl.edu/MileageRates

If you have any questions, please call the Tax Department at 314-935-4392.

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