News

Information Technology Acquisitions and Renewal Process

By oclachar January 28th, 2026

Boston University Information Services & Technology and
Sourcing & Procurement -

 

As part of our ongoing efforts to help you maximize budgets through the strategic purchase of goods and services, and to minimize risk to the University, we’re reminding you about the requirement that all information technology acquisitions and renewals must be reviewed by IS&T prior to contracting to ensure compliance with BU security and system standards.

 

Security Review & Contract Request

If you are contemplating using a vendor that will process, store, use, modify, access, copy, or transmit data, please request a Vendor Security Review. For new services, please attach the unsigned contract, quotation, or proposal along with the vendor’s SOC 2 and/or HECVAT report . For contract renewals, the SOC 2 and HECVAT documents are not required, just the submitted review form.

When the security review is complete, you will receive a Cyber Risk Assessment and Management form that identifies any risks or required actions. Next, submit a Contract Request Form in Ariba; Procure to Pay will prepare the contract for signature. Please note, contracts may only be signed by university leaders with Delegated Signature Authority (typically, Chris Sedore, Derek Howe, Nicole Tirella, and Randall Moore).

 

Purchase Consultation

Consulting with IS&T first, before engaging a vendor, can significantly speed deployment and may result in savings, since the University may already be providing or negotiating a contract for a needed service. This process protects University's assets, reduces the risk of costly security incidents, and helps ensure financial resources are used efficiently. We are here to partner with and advise you on these initiatives.

Want to start the conversation? Contact your IS&T Relationship Manager/Primary Responder or complete the New Technology Engagement Request form.

For additional questions about the goal and approach to this effort, please do not hesitate to contact the IT Help Center at ithelp@bu.edu or 617-353-HELP(4357).

Sincerely,

Chris Sedore
Vice President, Information Services & Technology and Chief Information Officer

and

Randall Moore
Associate Vice President, Sourcing & Procurement and Chief Procurement Officer

Tariff Impacts on BU’s Operation

By am5815 June 25th, 2025

The recent changes to U.S. trade policy and tariff schedules have disrupted supply chains and caused unpredictable pricing for the goods we purchase from abroad.  As this situation continues to unfold in Washington, D.C., here are several steps you can take to protect your budgets and ensure the items you need will reach campus.

Validate Tariff Charges:

Suppliers must present credible documentation to justify any price increases attributed to tariffs.  To avoid unjustified cost increases, review their claims including details about country of origin and the composition of tariffed inputs (e.g., aluminum, circuit boards).  Where tariff costs are unavoidable, we should expect our suppliers to partner with us to partially absorb these increases.  Similar to ubiquitous “COVID-19 Surcharges” encountered five years ago, we should not accept broad, opaque tariff-based increases.  Everything is negotiable and BU has a long memory.

Utilize Available Resources:

  • Sourcing Team:  If your imported item incurs tariff surcharges, please submit a request via the Financial Affairs Customer Service Portal (see screenshot below). Our Sourcing team will promptly assist you.
  • Customs Broker:  BU’s Customs Broker, Watchpoint Logistics, will help ensure a smooth importation process.  As soon as you have a quote from a foreign supplier and suspect tariff charges may be part of the transaction, engage Linda Amiro at Watchpoint Logistics for assistance.  She can be reached at linda.amiro@watchpointlogistics.com, or (617) 567-6800.
  • In certain circumstances, it may be possible to apply for Duty-Free Entry of Scientific Instruments or Apparatus using Form ITA-338P from the U.S. Department of Commerce.  The application process is complicated, time-consuming, and not guaranteed, but it may provide some relief.  We are in discussions with a few consulting firms that could manage the form completion and submission on our behalf.  More to come.
Additional Comments:
  • Tariff charges on grant-related purchases are generally unallowable but will be reviewed on a case-by-case basis.
  • If a tariff surcharge appears on your supplier's invoice and is not a specific line item on your Purchase Order, the invoice cannot be paid because it is out of tolerance. You will need to create Version 2 of your Purchase Requisition and add a line item that matches the value of the tariff surcharge. Please use G/L 535220 “Tariff Charges.”
  • Substitute an imported item with a domestic source.  Recently, one BU department was able to swap out Chinese-manufactured circuit boards for the same specification provided by a U.S. supplier, avoiding the tariff surcharge.
  • Make strategic advance purchases.  Work with suppliers to “buy ahead” from current pre-tariff inventory.
  • Confirm delivery timelines.  As was the case during the pandemic, tariff uncertainty will disrupt supply chains, lengthening the amount of time to receive your shipments.  Collaborate with suppliers to anticipate delivery timelines and communicate expectations to your team as needed.

 

What the BU OneCard means for TCard holders and Concur users

By am5815 June 19th, 2025

Procure to Pay (P2P) is excited to share the upcoming launch of the newly branded “BU OneCard,” replacing Boston University’s Travel Card (TCard) and Purchasing Card (PCard) programs. The new card issued by U.S. Bank offers three card profile types: 1) Travel, 2) Purchasing, or 3) Purchasing + Travel (combined). Current cardholders will receive newly configured cards according to their existing permissions, as explained below. No changes to access or card privileges are being made as part of this transition. Additionally, with the introduction of the Concur Request module, cardholders will begin using SAP Concur for all card management and reconciliation, streamlining how TCard and PCard expenditures are processed and tracked across the University.

 

What This Means for You as a TCard holder

  • If you currently have only a TCard:

    • On July 1, 2025, your existing U.S Bank TCard account will be migrated into the BU OneCard program, and you will continue to make travel purchases using your current TCard until it expires. New card pickup is currently unavailable for TCard holders.

    • One month before your current TCard expires, a new BU OneCard with the “Travel” profile will be mailed to the office address you have on file with U.S. Bank.

  • If you currently have both a TCard and a PCard:

    • On July 1, 2025, your existing U.S Bank TCard account will be migrated into the BU OneCard program, and you will use your physical TCard for both travel and purchasing transactions until your TCard expires. New card pickup is currently unavailable if you have a TCard.

      • One month before your U.S. Bank TCard expires, a new BU OneCard with the “Purchasing + Travel” profile will be mailed to the office address you have on file with U.S. Bank.

    • Please note that your current Bank of America PCard will be deactivated on June 30, 2025, but access to Bank of America Works (BofA Works) will remain through October 2025 to complete outstanding transactions.

      • If you have outstanding Bank of America PCard transactions, your BU OneCard access will be limited to only travel transactions until all outstanding PCard transactions are cleared. To reconcile outstanding PCard transactions, ensure that transactions have receipts attached and are fully signed off by both the cardholder and approver in BofA Works. When complete, email pcard@bu.edu and request card activation. Once all outstanding card transactions are cleared, you’ll be able to access functionality for travel and purchasing transactions.

      • If there are no outstanding transactions on your Bank of America PCard, your BU OneCard will be ready to be activated for use after July 1, 2025.

      • If your BU OneCard is activated but your PCard account later receives outstanding Bank of America PCard charges, your BU OneCard may be suspended until charges are signed off by both the cardholder and approver with receipts attached in BofA Works.

      • If your Bank of America PCard is currently inactive due to an approved leave or suspension from the University, your new BU OneCard will not be available on the dates above. To receive a BU OneCard on a later date, please do the following:

        • Ensure all Bank of America PCard transactions have receipts attached and are fully signed off by the cardholder and approver in BofA Works.

        • Email pcard@bu.edu to let us know this is complete and that your card can be ordered. Please provide a full mailing address, including zip code.

Note: Your new BU OneCard will have a completely new 16-digit credit card number. If your card number is currently stored with merchants, in Concur, or if you pay recurring charges, please update your credit card number accordingly.

 

What’s New in Concur?

  • Concur Request: Request is a new feature to move card provisioning from OnBase Unity Forms to a single destination in Concur for all card and travel matters
    • New Card Request: BU employees can request cards with the appropriate card profile: Travel, Purchasing, or Purchasing + Travel (combined). A card can be requested on someone's behalf, provided the requester is designated as that individual's expense delegate in Concur. See How to Request a New Card in Concur for instructions.
    • Card Service Requests: All card management (e.g., limit changes, override requests, name changes) will occur in Concur. See Create a Card Service Request for instructions.
    • Pre-Trip Request: While not mandated, the pre-trip request feature enables employees to submit requests including reservation details and costs to be approved by their supervisor and cost object approver, eliminating existing email and shadow system workarounds. For step-by-step instructions on completing and submitting a pre-trip request, click here.
  • Non-Travel Expense Reports: Non-Travel transactions will now be reconciled as “Non-Travel Expenses” in Concur. See How to Create a Non-Travel Expense Report for guidance.
  • Selecting Cost Object Approver: Cardholders are now required to select the appropriate cost object approver when completing the report header for a Travel Expense Report, Non-Travel Expense Report, and Concur Request. See the Understanding Travel Approval Flow and Understanding Non-Travel Approval Flow guide for more information.

 

What’s Next:

  • Register for training here and review training materials available on the Travel Services website.
  • Please share this update with any Concur delegate who expenses or arranges travel on your behalf to share relevant information and training opportunities.

Thank you for your continued support as we roll out this important initiative. If you have any questions, please reach out to us via the Financial Affairs Customer Service Portal.

 

https://mailchi.mp/f691e85a79a7/onecard-for-tcardholders-and-concurupdates