[Jlab_cc] FW: Upcoming Changes to JLab's P-Card Program

Tue Sep 10 12:10:32 EDT 2024

Good afternoon to all
See below and you have probably already seen this in the weekly briefs but Brittany and I  wanted to make attend this meeting in person or virtually next week so that you are up to date on what to expect come October 1st.
Thanks

From: JLab Communications Office <jlab_communications-office at jlab.org>
Sent: Tuesday, September 10, 2024 11:00 AM
To: Barbara Rice <brice at jlab.org>
Subject: Upcoming Changes to JLab's P-Card Program

JLab Internal Memo
<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D8a199d5fcf-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=-LkGuIVxgcL29up8FpT7rMxtpPIdwJGcoIu66dn2sro&e=>[Image removed by sender.]<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D8a199d5fcf-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=-LkGuIVxgcL29up8FpT7rMxtpPIdwJGcoIu66dn2sro&e=><https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D8a199d5fcf-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=-LkGuIVxgcL29up8FpT7rMxtpPIdwJGcoIu66dn2sro&e=>
INTERNAL MEMO

September 10, 2024
Sent on behalf of Tisca Dorsey, Business & Finance Director

SUBJECT: Upcoming Changes to JLab’s P-Card Program
CONTACT: Steven Lee, chilee at jlab.org<mailto:chilee at jlab.org>, x7412

Dear Colleagues,

As the lab continues to improve its operational efficiency, the Procurement team would like to inform you of upcoming changes to the Procurement Card (P-Card) program that are essential for DOE compliance. These changes will take effect Tuesday, Oct. 1, and will impact cardholders, approving officials and requestors.

Following an assessment of our procurement system by the DOE Procurement Evaluation & Re-engineering Team (PERT), it was determined that updates were needed for the lab’s P-Card program to increase alignment with the DOE Acquisition Guide<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D3c9bb2306f-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=JBuVRenrDF4_1XZ2q9fHYT-s04Y1BN7w_JZYzr0-H-c&e=> and improve our procurement processes.

To help guide you through this transition, we are hosting a P-Card holder forum and Q&A session on Tuesday, Sept. 17, at 10 a.m. in the CEBAF Center auditorium and via Zoom<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D575f34018a-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=HmP0mgMIN0lfdDgdUq8TD0BBrN4vSeAY9eIbGuEItjQ&e=>. The changes will include:

  *   New preauthorization requirements before P-Cards are used to make purchases.
  *   An update to the unauthorized/restricted purchase list, including items available from e-commerce, software, seasonal supplies, food, beverages and more.
  *   Streamlining the number of P-Cards that are currently issued. If you are currently a P-Card holder or approving official, you will be contacted if there are any updates that need to be made.
Additionally, a greater emphasis will be placed on the use of alternative supply solutions, including:

  *   E-commerce punchout<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D63a2437e4a-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=y8LxlXz-jkMHJ96XE_GqdFlOozhcdQSi_GKXWnLGCXU&e=>.
  *   Basic Ordering Agreements (BOAs).
The updated policies and procedures will be accessible via the JLab Credit Card Log<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3Daf7f918798-26e-3D8bcabe871e&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=Xh3DixtAc29O7zJB7p0ZrK2KLbcehuyrdk44ss3SZjw&e=> by Tuesday, Oct. 1. Your understanding and cooperation are crucial as the lab implements these important changes.

If you have any immediate questions or concerns, please feel free to reach out to Senior Procurement Manager Steven Lee at chilee at jlab.org<mailto:chilee at jlab.org>.

Best regards,

Tisca Dorsey
Business & Finance Director
12000 JEFFERSON AVENUE • NEWPORT NEWS, VA 23606 • USA • WWW.JLAB.ORG

This email was sent to brice at jlab.org<mailto:brice at jlab.org>
why did I get this?<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_about-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3Dfeb9e5d4a9-26e-3D8bcabe871e-26c-3D8b966d02bf&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=Gr7DD1vUWCL3OS4Y4QbrvpLIkpfe2xi61Ia7qniyOF0&e=>    unsubscribe from this list<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_unsubscribe-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3Dfeb9e5d4a9-26t-3Db-26e-3D8bcabe871e-26c-3D8b966d02bf&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=rxvsyGUVb5vj1Ly671slIQmJBeHaBuaMB0XVro2Y5vg&e=>    update subscription preferences<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_profile-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3Dfeb9e5d4a9-26e-3D8bcabe871e-26c-3D8b966d02bf&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=ieFS5jsS0K086w-NyZQhdg&m=r4ZP81gFlM1p2b8OUPMHKUpxDLculyVbt27Ylxplmrs8vBcQb5PHh41R-2Z_ErgZ&s=C2BB_aV64DyMWMgNwkwttXSmrsBQTyCC_TVvw-NKwaE&e=>
Jefferson Lab Communications Office · 12000 Jefferson Ave. Suite 15 · Newport News, VA 23606 · USA

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