University of Pittsburgh logo

Purchase & Pay: News, Tips, and Reminders: Fall 2025

September 3, 2025 - 4:04pm

Please review the following updates related to University-wide Contracted Suppliers including staff, purchasing, and operational updates and reminders:  

Pitt-branded Business Collateral

Pitt-branded templates for business collateral, available from suppliers using the PrintGizmo punchout in the PantherExpress System, have been updated with the latest University Communications and Marketing-approved branding.  

As a reminder, print and graphic design services are available through the PrintGizmo punchout in the PantherExpress System. The PrintGizmo punchout allows PantherExpress System users to order business collateral such as business cards, letterhead, envelopes, etc. using University-provided templates. Additionally, departments can quickly obtain a spot quote for print and graphic design services from multiple suppliers at the same time. Visit this page to learn more about PrintGizmo.  

Ink & Toner Recycling Program through Supra/ODP 

The MyBusinessRecycles ink and toner recycling program offered through ODP and SUPRA has been discontinued, and a new ink and toner recycling program is available. Learn more about the ink and toner recycling program on the Purchase, Pay & Travel website.  

America to Go (ATG): Local & Small Restaurants 

We want to ensure that you are aware that the ATG punchout in the PantherExpress System provides a user-friendly way to place catering orders from a variety of local and small restaurants. Utilizing the ATG punchout for catering orders complies with University Policy AO 30, provides a variety of benefits, and contributes to University goals. Through ATG you can order everything from breakfast and lunch to break service for on-campus meetings and events from a list of approved outside caterers and restaurants meeting the University’s insurance and business requirements. Learn more about ATG. 

Important Information on Imported Goods Purchases 

Due to evolving changes in tariff rates for imports into the United States, it is important that purchasers review the following information and reminders. The latest information about tariffs and additional details on the following is available on this page:

  • De minimis shipping - The White House issued an executive order suspending de minimis duty-free treatment of parcel shipments under 19 U.S.C 1321 for all countries, effective August 29, 2025. This action builds on earlier executive orders targeting China and Hong Kong and now extends to all nations. The updated order also amends prior executive orders related to Mexico, Canada, China, and Hong Kong to formally remove de minimis eligibility. Learn more about how this change to de minimis shipping may impact goods purchases. 
  • Communications with customs broker - Respond in a timely manner to communications from the University’s contracted customs broker, Mohawk Global Logistics (MGL), regarding questions about imported goods. Delayed responses to MGL could result in additional fees imposed by U.S. Customs. Purchasers should also be sure to use the required wording on all international purchase orders. 
  • Scrutinizing tariffs on quotes - Purchasers need to scrutinize and question suppliers’ quotes with fees associated with tariffs as they may not all be reasonable or legitimate. If a fee associated with tariffs is included in the quote, ask the company to provide documentation to support passing along the tariff. 

Chatbot for Invoice Payment Information 

In June, we announced the launch of a new chatbot on the Purchase, Pay and Travel website. The chatbot is designed to improve efficiency and enhance customer service. Users can utilize the chatbot to check invoice processing status, expected payment dates, and payment information for paid invoices. Learn more about the chatbot. Users are strongly encouraged to share information with their suppliers for them to use the chatbot as well. 

Purchase, Pay & Travel (PPT) Customer Service Leadership Changes 

We wanted to ensure that you were aware of upcoming leadership changes within PPT Customer Service. You may already know that Tammy Nolan, manager of PPT Customer Service for the past nine years, will be retiring from the University in early October. Additionally, Gene Baumgarten, was promoted from a customer service representative and will be managing the PPT Customer Service and Financial Records Services team. Please join us in wishing Tammy well in her retirement and congratulating Gene on his promotion!

Recent PantherExpress System Enhancements   

  • BD Biosciences, a University-wide Contracted Supplier for scientific – medical supplies, has a punchout in the PantherExpress System. The new punchout provides a more user-friendly and streamlined experience and up-to-date product information directly on the supplier’s punchout. Learn more about the new punchout.  
  • The Assign to Myself button in the PantherExpress System has been renamed to Assign & Further Actions to make it clearer to users that they can select this button to perform other actions in addition to assigning it to themselves. This has been applied system-wide to all documents and functionality remains the same.

  • Paid invoices now include the payment method used to pay an invoice. Invoices will now display whether the payment was made via ACH, Virtual Card, Fed Wire, Check, or Manual Transfer. We have also updated prior invoices to include this information going back to July 2022. Follow these instructions to check the invoice payment status in the PantherExpress System. 

Did You Know?

  • User transfers - In accordance with policy, an updated PantherExpress System user profile form is required after a department transfer if access to purchasing is still needed. System access will be suspended until a new user form is submitted to pantherbuy@cfo.pitt.edu. 

  • Encumbrance relief and $0 line items - PRISM does not accept $0 line items from PantherExpress System purchase orders. If you are trying to relieve the remaining encumbrance on a PO line, first check for pending invoices, and then follow this guidance based on your scenario. Please note that updates to purchase orders may take 1-2 days to reflect in Fiscal Panther. 

Upcoming & Recent Events 

  • Join us on October 7, 2025 for an exciting opportunity to meet a variety of University suppliers of Travel, Print, Graphic Design, Event Production, Direct Mailing Services and more. Complimentary food will be provided by caterers from America To Go. The event will also include giveaways and promotional offers from travel suppliers. Register to attend on the University’s Events Calendar.  
  • The Selling @ Pitt event on August 12,, 2025 was hosted by the University Store on Fifth in partnership with the Pitt Public Market and Purchase, Pay & Travel. Nearly 50 local, small business owners learned how to sell products at Pitt, with presentations from buyers in dining and the retail stores. Attendees participated in pitch sessions and had the opportunity to tour the store and warehouse to learn about business processes and organization. Looking forward to increased opportunities for purchasers to support local and small businesses!

Resources