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Special Edition - COVID-19

In light of recent developments concerning the COVID-19 pandemic, the winter 2020 edition of the IPPS Quarterly will focus on organizational news and updates relevant to current events.

Ted Johnson

Associate Controller,
Chief Procurement Officer

As an organization, IPPS remains focused on supporting the needs of our campus clients.

As the campus transitions to a remote environment, the procurement and supply chain groups are continuing to focus on both immediate fulfillment needs, as well as ensuring a supply of operational and research products to support the University once it shifts back to an onsite model. Thanks to some great planning by our facilities group, and with significant support from key suppliers, we have sufficient inventory of custodial and janitorial products, including toilet paper! We have been able to secure essential quantities of products, while others haven’t. It’s times like these where our philosophy of forming true strategic partnerships with suppliers pays off.

The campus order volume remains steady and to ensure ongoing supply once the campus community has returned, our commodity managers, in conjunction with UC system-wide procurement, have been closely monitoring supply chains and inventory levels for key commodities and suppliers. We are analyzing historical purchasing data to determine potential needs and working with suppliers to review inventory on an item-by-item basis.

I’m proud that UC San Diego commodity managers are assuming systemwide leadership for managing the life science and janitorial/MRO commodities, which means that UC San Diego's interests are represented, along with those of our fellow campuses. At this point, we do not foresee any significant supply issues moving forward, however, if issues do arise, we intend to proactively communicate with campus stakeholders to identify alternate sources and form contingency plans.

We are fortunate to have a robust Central Receiving and Distribution hub at Trade Street, that can hold products until deliveries can be coordinated with departments. I’m hearing from many of my Chief Procurement Officer colleagues at other institutions without a central receiving model that they are significantly concerned about the inability of suppliers to deliver products during the remote/shutdown mode. Moving forward, we may take advantage of our central receiving model even more by inventorying quantities of critical supplies for situations exactly like COVID-19.

As an organization, IPPS remains focused on supporting the needs of our campus clients. Many of our team members remain onsite managing critical functions, while others are actively engaged from their remote locations. We are communicating and coordinating daily across all of our business units and reallocating resources as necessary to support evolving campus needs. We understand clearly that our mission is to support you, both during this crisis and once it has passed. We look forward to meeting with you again in person soon. 

Package and Mail Delivery

In order to utilize resources in the most efficient manner as departments move to a remote work environment, and to implement social distancing, the following adjustments have been made to package and mail distribution.

  • Labs and offices that will require continued package services can complete the IPPS Logistics Essential Operations form to select one of two options: Include your location as part of Receiving and Distribution's daily route OR schedule a pickup of packages at designated locations.
  • Campus mail will be available for pickup at Campus Services Complex, Building A (map) on Greenhouse Lane between 8:00 AM - 12:00 PM (Mon-Fri). Mail distribution will be paused.
  • Undergrad student packages will be available for pickup at Campus Services Complex, Building A (map) on Greenhouse Lane between 8:00 AM - 12:00 PM (Mon-Fri).
  • Students who have moved off-campus and will not be returning can update their mailing address in TritonLink.
@ucsd_ipps: IPPS Logistics staff have set up stations for clients to safely stop by and pick up their mail and packages #socialdistancing #wereallinthistogether


COVID-19 trip cancellations: Has your trip been canceled or postponed due to coronavirus? New resources are available to you on Blink. The IPPS Travel team has put together a comprehensive guide to assist grounded travelers with managing their bookings and reconciling non-refundable expenses. Visit UC Travel Coronavirus (COVID-19) Information to learn more and stay up to date with the latest travel news.

ReminderAll non-essential business-related travel should be avoided. The Department of State is advising U.S. citizens to avoid all international travel and is encouraging those abroad to return as soon as possible.  

Marketplace punchouts provide real-time inventory status

As demand for certain supplies increases due to COVID-19, many items appearing in Marketplace search results are becoming unavailable before they can be removed.

To ensure you are accessing the most up to date search results when purchasing supplies that are in high demand, we recommend using Marketplace Punchouts. Punchouts allow you to search and shop directly on an agreement supplier's external website, with results that are populated with UC San Diego negotiated pricing. When you create a shopping cart in the Punchout it is exported back into your Marketplace Shopping Cart, where you can complete and submit the order.

Links to supplier punchouts are listed by category on the Marketplace homepage

Express Card

As department procurement needs adapt to the COVID-19 changes, please consider taking the following actions related to your department's Express Cards: 

  • Request a credit limit increase and single purchase limit increase on specific Express Cards for a set period of time via ASK.
  • Request a temporary allowance of purchases on certain Merchant Category Codes (MCC) that may be of benefit via ASK.
  • Register your Express Card with U.S. Bank to closely monitor spend during this period via U.S. Bank Access Online.
The Express Card team continues to be available for any Express Card-related questions via ASK

Payment Services

Scrips, checks, and gift cards will be available for pickup between 8:00 AM - 1:00 PM (Mon-Fri).

Employees receiving payroll via paper checks are encouraged to enroll in Direct Deposit as soon as possible. As COVID-19 risk management rapidly evolves, we can no longer guarantee the timely distribution of paper checks.

Instructions to enroll in direct deposit can be located on Blink at:

Read the full Campus Notice issued by Payroll.


  • Mailing Center: For the health and safety of both our clients and our staff, the Mailing Center is closed until further notice. Personal mailboxes will continue to be serviced and operational.
  • Surplus Sales: Surplus Sales is closed to the public. It remains open to faculty and staff interested in purchasing supplies to support remote work. Email Steve VanDuine ( or David Gomez ( to schedule an appointment.
  • The following Logistics units are limited to Essential Services Only:
    • Moving Services
    • Messenger
    • Outbound Shipping 
    • Self-Store
    • STORE              

Student Financial Solutions 

  • Closed office locations: Student Accounts Services, Campus Cards, and Central Cashier's Office.
  • The Passport Offices (both walk-in and appointment-only) are also closed. If you require a Passport, please visit the U.S. State Department website to learn more about scheduling a Passport appointment.
  • For assistance, please send questions and inquiries to
  • Visit for SFS status updates.

UC San Diego Virtual…Together 

In an effort to support our University community given the current and uncertain COVID-19 situation, an IdeaWave campaign has launched: UC San Diego Virtual…Together. This campaign is sponsored by VC/CFO Pierre Ouillet and open to all staff, faculty, and student employees to share and collaborate over the next few weeks in an encouraging and safe place.

The UC San Diego Virtual…Together campaign’s goal is to share best practices on how employees are transitioning work in the current and unsteady environment. 

Interact With Us Online

The IPPS Solutions Team is holding bi-weekly, online Help Desk Office Hours via Zoom

This is a great opportunity for you to ask any questions related to purchasing or payment in Marketplace, navigating Payment Compass or using MyTravel. Help Desk Office Hour events are a great opportunity to discuss complicated purchases through Marketplace, learn more about IPPS, or provide feedback on how we’re doing. We appreciate our clients and are eager to meet you virtually!

Time: 10:30 AM -12:00 PM
Dates: April 7, April 21, May 5, May 19, June 2, June 16, June 30
Sign up now through our Eventbrite page.

As part of an ongoing effort to assist campus with their Payment Compass questions and concerns, The IPPS Help Desk is hosting a series of UC Learning webinars centered around Payment Compass functions. Each webinar will be followed by a Q&A session to ensure participants have the opportunity to get all of their questions answered. 

Upcoming Payment Compass Webinars

Course Title: Payee Registration
Time: 10:00 AM
Dates: April 14, May 12, June 9
Course Title: General Navigation
Time: 10:00 AM
Dates: April 28, May 26

RegistrationUC Learning Center (SSO login)

To provide campus with a consolidated resource for tracking updates to IPPS-related operations and services, a link to IPPS Operations Status During COVID-19 has been added to the official Coronavirus Information for the UC San Diego Community website. We will continue to update the IPPS status page daily (Mon-Fri) with the latest news.

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