The University has transitioned to a new space survey software called AttainSpace, developed by Attain Partner, for FY25. The Planon Integrated Work Management System features will continue to be used. Only the space survey platform is changing.

Required Training

All department personnel assigned to conduct the survey will be required to obtain online training prior to using AttainSpace. AttainSpace training sessions for non-academic and academic units will be offered separately.  Non-academic unit training sessions will be 1 hour and are for units that primarily occupy office space.  Academic unit training sessions will be 2 hours and geared toward academic units that occupy, in addition to office space, research labs, lab service rooms, greenhouses and other non-office room types that require more complex space functional usage considerations and will use more of the AttainSpace features. 

 Please be sure to sign up for one of the appropriate FY25 Space Survey Training options identified below.

 Non-Academic Department Trainings:

• May 12, 2025: 10 a.m. - 11 a.m.
• May 13, 2025: 1 p.m. - 2 p.m.

Academic Department Trainings: 

• May 12, 2025: 1 p.m. - 3 p.m.
• May 13, 2025: 9 a.m. - 11 a.m.

The registration page can be found at FY25 Space Survey Training - Choose Registration.

 Open labs hosted via Microsoft Teams will be offered throughout the survey period. Emails will be sent with further details and a link to join prior to each open lab.

Space Surveyor Assignment

If department surveyor assignments have changed since the last survey, please contact Joanna.Birbeck@uvm.edu. Please note that only those surveyors assigned to all departments within a single unit will have the capability to reassign space within that unit as appropriate to reflect any moves.

National Business Technologies has purchased Kyocera’s Vermont assets and has assumed responsibility for providing service and support. The ID stickers on the copiers will be replaced as soon as possible, but in the meantime, here is the new contact information:

National Business Technologies: 800-900-1927

Support e-mail: service@national1927.com

If you have any further questions please contact purchasing.department@uvm.edu

Work has begun to begin planning for closing fiscal year 2025.  Important processes, reminders and deadlines will be available soon on the Year-end Closing website.  Please be sure to subscribe to the CATSKILL listserv to receive notification when all resources are made available.  While many might be planning for vacations, this important body of work requires timely attention.  Please ensure proper coverage within your unit to process the mail, complete deposits, reallocate PurCard journals, submit expense reports, etc.

New Requirements and CTP features

REAL ID compliance for domestic flights 

Effective May 7, 2025, US travelers must be REAL ID compliant to board domestic flights. Driver’s licenses with a star, enhanced driver’s licenses, and passports are all acceptable forms of identification and may be used in lieu of a REAL ID driver’s license.

The United Kingdom requires e-Visa to enter the country. 

Effective January 8, 2025, travel to the United Kingdom requires a visa (electronic travel authorization – ETA).  You can check visa requirements in the CTP software.  On the CTP portal page, scroll down to the Travel Requirements section.  You can enter the dates of your trip to the United Kingdom. 

Clicking the Start Application button enables a pop-up to start the application with a company called Sherpa.  CTP has had a working relationship with Sherpa for several years.  

Currently, a visa though Sherpa costs $20.00 and is valid for two years.  The United Kingdom does have a website providing guidance on obtaining a visa.

Basic Economy is now available through CTP Lightning and agents

Please understand that many additional fees may be applied, the ticket will not be refundable, and a credit may not be available for future use if the trip isn’t taken. Click on the number of fares available to review items included in the airfare, such as baggage allowances. Airfare is displayed within three time groupings. A better airfare option may be in a grouping other than the default display.

New CTP Feature

Verify My Trip is a new feature that emails travelers if passport or visa information is missing on their CTP profile when international airfare is purchased.

Two new questions in CTP Lightning

1. Is this travel funded by a US Government Grant? Generally, this refers to GCA01 projects. Travel paid by federal funds are required to comply with the Fly America Act.
2. Business Purpose: The drop-down menu options are parallel to those choices on PeopleSoft expense reports. This will help provide consistency whether travel is recorded in CTP Lightning or PeopleSoft.

Important and helpful CTP reminders

Complex/International Travel

Using CTP allows tracking of international travel which is important for safety. The Disbursement Center receives a weekly report (every Sunday) of the prior week's expenses. The Disbursement Center then filters for international airfare and sends an email of tasks and protocols to ensure travelers' safety. 

CTP offers a General Traveler Request Form. This collects information about a single traveler, including options for multi-city trips and/or international destinations, and allows our CTP travel agent to review flights and provide options when replying to the request.

Travel Request Details section: Clicking any of the boxes opens additional fields. Checking the Air One Way/Multi-destination provides the opportunity to enter multiple cities and dates. Enter Additional Flight Details for more specific information – for example: need in-country flight between Beijing, China and Nanjing, China.

Helpful tips

Check for outstanding airfare credits when booking new reservations with CTP Lightning.

Check out the CTP Lightning training 7-minute video

PurCard Journal tasks reminder: 

• Attach your Purchasing Card signed journal and supporting documentation in PeopleSoft.
• Send notifications to PurCardAudit@uvm.edu
  • When sending notification, please use the cardholder’s first initial, last name and journal date (i.e., J Smith 05/02/22) in the subject line.
• Please use our Purcard Reallocation User Guide (PDF) for additional help.

U.S. Bank Focus Blue and Rewards cards are compensation options that allow research participants to use funds however they like, through a physical or digital pre-loaded card.  These are not part of the PurCard program, but instead are a separate way to compensate research participants directly.  Focus Blue and Rewards programs are similar but separate programs that allow researchers to pay participants with a pre-loaded Visa card.  

• Plastic and digital cards are available.  
• The cards can be used anywhere that accepts payments from Visa.
• The Focus Blue program is at no cost.
• The Rewards program costs $1.00 per card (plastic or virtual).  

More information can be found  on the Focus Blue and Rewards webpage. If you have other questions please contact purcard@uvm.edu.

The Disbursement Center determines if a supplier can be paid via ACH.

• If there is only one payment, an ACH form is not necessary (and will reduce potential fraud).
• The first payment to any new supplier is always by check.
• If there will be multiple payments for this new supplier, please email supplier@uvm.edu separately to note that this new supplier is requesting payment by ACH.
• If fully completed ACH form is not attached to the New Supplier Request, please send to supplier@uvm.edu via file transfer when you have received the form.  The ACH request will go into the queue for verification.
• The Disbursement Center must confirm all banking information before it is set up in PeopleSoft (to reduce fraud).  This is a lengthy process.

Please visit the Accounts Payable page for more information or email questions to disburse@uvm.edu

Sustainable Purchasing

Sustainable purchasing means making decisions about purchases and services based not only on quality and cost, but also on environmental and social aspects. These aspects include waste reduction, recycling, organic or recycled content, fair trade, and minimizing greenhouse gas emissions. Purchasing Services’ website has resources to help you make more sustainable purchases, with guidelines on everything from cars and carpeting to toner and t-shirts! 

Here are sustainability steps to consider when you make a purchase:

• Do you really need it?
• Ask around your unit or post a request to UVM’s recycling listserv
• Review the SWAG Hierarchy before purchasing promotional or giveaway items
• Use the resources on our Purchasing webpage under Sustainable Purchasing Initiatives
• Ask vendors for quotes and include sustainable specifications. This is an important step where you can start to create change in buying patterns.
• If you are concerned about costs, ask for two quotes, one with the vendor’s sustainable option and another with a conventional option. Then you can make an informed decision. Often, the sustainable option will be a better product for UVM in the long run.
• Reach out to Office of Sustainability or Purchasing Services for sustainability help.

Also remember to use our UVM Contracted Supplier List which indicates contracted businesses. 

Final draft with Policy Revisions team

• Automobile Rental

 Currently in campus comment period

• Alcohol Service and Consumption at University Activities – Faculty and Staff
• Effort Management and Reporting on Sponsored Agreements
• Restricted Gift Funds Administration
• Use of Campus Mail & Letterboxes

 2025 Revisions

• Events, Speakers, and Activities - Facilities & Grounds Use
• Surplus Property and Disposal of Movable Equipment

 2024 Revisions

• Packaged Drinking Water
• Energy-efficient and Sustainable Buildings
• Fleet Vehicle Approval Procedure
• Revenue-Generating Contract Approval and Signatory Authority
• Movable Equipment Policy
• Awards, Prizes, and Winnings
• Cost Transfers Involving Sponsored Agreements
• Salary Overpayment

Retired

• Professional Consulting Services (content now covered in Purchase or Lease, Contract Approval, and Signatory Authority of Goods and Services)