January 2025
For Internal Use Only
Procurement Insider
Sourcing, Savings, Simplification, Support, and Sustainability
Inside This Edition: Expert Interview with Sooriya Sundaram Contracts Lifecycle Management Our new Travel & Expense Specialist, Ivette Ortiz Procurement Updates Meet the Procurement Team Compliance Corner: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
Table of Contents
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Click the --> to navigate to each section
03 Contracts Lifecycle Management
Contracts lifecycle playbook
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Welcome to the third edition of the Procurement Insider! This quarter, Procurement and Contracts are teaming up to shine a spotlight on contracts lifecycle management and the compliance catalyst. Inside, you'll find an expert interview with Corporate Ethics and Compliance Manager, Sooriya Sundaram, highlighting the compliance catalyst and its importance. You'll also find details on our new Contracts Lifecycle Playbook, now available on our Procurement intranet page.
Why is it important for you and VNA? The Contracts Lifecycle Playbook provides a lot of guidance and information related to the Procurement contracting process, making it vital for your knowledge!
Don't miss a spotlight of our new Travel and Expense Specialist, Ivette Ortiz, found on page 7. Additionally, be sure to read about current procurement updates on page 8, including the latest rental savings initiative, our new supplier enablement program and our launch of Fairmarkit. Read further to also meet our procurement team, with a spotlight on Contracts and Sustainability. Finally, make sure to test your knowledge of compliance catalyst in the compliance corner section on page 8, and gain insights into how our vendors are monitored and assessed.
Procurement Insider Introduction
Kelly Hensey, Director, Contracts Management
Amanda Morgan, Procurement Specialist
Return to Table of Contents
LEARN ABOUT Compliance Catalyst
Click the arrows to see the answers to these commonly asked questions regarding the compliance catalyst!
Q: What is compliance catalyst?
An interview with Sooriya Sundaram, Corporate Ethics and Compliance Manager
Q: When should Catalyst be used and who has access to the tool ?
Q: A business unit is currently discussing a potential partnership with another Company. As part of the due diligence of the project, VNA Compliance ran this company through Catalyst. The assessment came back as “high risk” (RED). What does it mean?
Q: What happens if a third party risk assessment shows “high risk"?
Return to Table of Contents
Contracts Lifecycle Management
Contracting process Q&A
WHAT'S NEW
- Contracts Lifecycle Playbook is now available on the Procurement intranet page
- In the coming months, there will be a webinar on the Contracts Lifecycle Management process for Procurement contracts, in addition to trainings in 2025
Where can I find the most current templates and how do I know which one to use for the goods and/or services I am trying to purchase?
How do I know if I need to use a contract? Is a PO with the PO Terms and Conditions sufficient?
Contracting hOW tO'S
How do I request assistance from Procurement on drafting and reviewing a contract?
Contract Requests: Click here to submit a new contract request or contract related questions to our iResolve portal for any purchases of goods and/or services from vendors
How do I know who to have sign a contract?
The Vendor Contracts Lifecycle Management Playbook provides a lot of important information on Procurement's vendor contracting process
Where do I send contracts once they are fully executed?
Return to Table of Contents
Return to Table of Contents
Contracts Lifecycle Management
Click the Playbook below to view!
Topics included in the Playbook:
- General guidelines to consider for deciding whether you need a contract or purchase order
- The type of goods and/or services that are considered high or low risk and require a contract or purchase order
- Vendor Contract Templates:
- What types of contract templates are available?
- Where to find the most current contract templates?
- General rules to follow when working from a Veolia or vendor template
- Contract lifecycle process flow:
Provides complete process flow and details associated with each step of the process
- Key Information:
- Procurement intranet resources
- BU specific contract assistance
Return to Table of Contents
Return to Table of Contents
Concur Reporting Resources and Reminders
Spotlight On...Ivette Ortiz
Veolia's New Travel & Expense Specialist!
Concur Reports are due the 10th of every month, in which reports must include all transactions through and including the last day of the previous month, unless otherwise noted below.
As the Concur Travel and Expense Specialist, Ivette is excited to bring her many years of expertise in managing Concur travel logistics, expense reporting and corporate card programs to the team. Ivette's expertise will be instrumental in enhancing our SAP Concur Travel & Expense system processes and
Tips
If I need help with my expense report, what do I do?
corporate card program with driving continuous improvements in our processes which are critical to mitigating Veolia's risk.
Personal expense - card used in error, what should I do?
In this role, she will focus on streamlining processes to ensure a seamless Concur travel experience for employees while maintaining compliance with Veolia policies and procedures. Her goals include enhancing the efficiency of Concur travel and expense management processes and providing support that empowers our colleagues to concentrate on their core responsibilities. With a keen eye for detail and commitment to exceptional service, Ivette looks forward to contributing to our organization's success and helping create a positive Concur travel and expense experience for all of us.
Disputed transaction - what should I do?
Pending card transactions - what should I do?
Other Resources
Confused about when to use iResolve vs iCare? Click here!
Return to Table of Contents
Title 1
Supplier Enablement
Procurement Updates
Learn about this new program!
Click here!
Rental Savings Initiative
Fairmarkit
Learn about Fairmarkit and what's to come!
Transitioning rentals to leases.
Click here!
Click here!
Return to Table of Contents
What we do...
Procurement Team
Our team's primary responsibilities include managing the Vendor Contract Lifecycle Process from initial engagement to execution and retention of an agreement. In addition, our team leads the Supplier Diversity Program, which complements and enhances the overall DE&I initiatives that we are focused on throughout our business. Our team also partners with global procurement and compliance to lead sustainability and risk mitigation efforts through tools such as Ecovadis and Compliance Catalyst.
Spotlight On...
CONTRACTS AND SUSTAINABILITY
Responsible for the overall contract lifecycle, compliance, supplier diversity and sustainability improvement activities
Who we are...
The Contracts and Sustainability team supports Veolia's multifaceted performance objectives and strategic goals within the procurement team. In supporting these objectives, we strive as a team to mitigate commercial and legal risks through stringent contracts management, to develop a more diverse vendor population, and to support sustainability initiatives both at the global and local levels.
Kelly Hensey
Lou Vozzo
Liz Schwertzler
Director, Contracts Management
Procurment Specialist
Corporate Attorney Operations
Return to Table of Contents
Compliance Corner
Test your knowledge about compliance catalyst!
Return to Table of Contents
Thank you!
Procurement Team
For Internal Use Only
Return to Table of Contents
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Pending card transactions - what should I do?
Conquer Concur Slide Deck - if you have pending card transactions and do not know what to do, see slides 8-10 of this slide deck
Table of Contents
01 Introduction
Hear from Deshay Milas and Jeff Crowley
Click the --> to navigate to each section
02 Credit Card Fraud
Walk through a real fraud case study at VNA with Deshay
03 Expense Management
Find corporate credit card and expense resources
04 Procurement Updates
Chemical Market Report, iResolve, and the new Vendor request form
05 Purchasing Community
Meet the procurement purchasing community
06 Compliance Corner
Find out what you know about after the fact purchase orders
Q: A Business Unit is currently discussing a potential partnership with another Company. As part of the due diligence of the project, VNA Compliance ran this Company through Catalyst. The assessment came back as “high risk” (RED). What does it mean?
A: A “high risk” assessment can be triggered by several elements that might require further investigation. For example, the tool might yield a high risk if:
- The company name appears on one or several Watchlists
- Enforcement hits: The company has been sanctioned by a regulatory body or agency
For a more detailed list of events that may trigger a high risk, please consult the Compliance Catalyst User Guide found here.
Tips
- Airfare-Flights: System uses the departure date for reporting. If you had travel that departed at the end of November, but you returned the 1st of December, you must include this transaction in this reporting period.
- Hotels: System uses the check in date for reporting. If you checked into a hotel at the end of November and checked out December 1, you must include this transaction in this reporting period.
- Car Rental: System uses the pick up date for reporting. If you picked up the car at the end of November and the return date is December 1, you must include this transaction in this reporting period.
- Travel Agency Fees: Submit these expenses like all other transactions, they must be submitted by the 10th of the following month in which the transaction occurs. Example: transaction dated November 15, place on December 10 report.
Personal expense - card used in error, what should I do?
Concur Weekly Tips - If you have an expense where you used your corporate card for a personal expense in error, see Concur Tip #3
Q: When should Catalyst be used and who has access to the tool ?
- It is critical that all third-parties with whom Veolia North America operates are carefully assessed to make sure they comply with Veolia values, highest ethical standards, and Code of Conduct.
- More in particular, projects going through the WIN process (Level 1 to 4) as well as all business intermediaries/consultants (in accordance with Key 2 procedure) should be run through the catalyst tool.
- Compliance Catalyst is used for customer and supplier due diligence. VNA Compliance handles customer due diligence, while VNA Procurement handles supplier due diligence.
Q: What happens if a third party risk assessment shows “high risk"?
A: Veolia Group prohibits working with high risk entities. However, Compliance may downgrade a high risk by applying the Group’s decision tree to downgrade a high risk on a case-by-case basis. If after applying the decision tree the risk remains high, VNA Compliance works with the business to ensure that the risks presented can be mitigated contractually.
Q: What is Compliance Catalyst?
A: Catalyst is an integrated platform that combines data and technology. This is a risk management platform helping companies analyze, assess and monitor third parties. Veolia has deployed this tool at Group Level, and Catalyst is being widely used in all Zones. The tool offers extensive company information including but not limited to:
- Comprehensive list of direct and indirect subsidiaries, beneficial owners, and controlling shareholders.
- Financial viability and predictive indicators of a company’s financial strength
- Environmental, social, and governance risk data and metrics
- Legal status, date of incorporation
Fairmarkit
We are thrilled to announce the upcoming launch of Fairmarkit, an innovative autonomous tail spend sourcing tool, scheduled for mid-December. This cutting-edge solution is set to transform our procurement processes and drive significant efficiencies across our organization.
Key highlights of Fairmarkit:
- AI-powered supplier recommendations
- Streamlined process for obtaining 3+ quotes
- Integration with Ariba requisitions
- Initial focus on targeted MRO spend commodity codes whereby purchases exceed $2,500
The implementation of Fairmarkit will empower our VNA Buy Desk and operational teams to make more informed decisions, potentially leading to cost savings and improved supplier relationships.
Wave 1 of the rollout will concentrate on Ariba requisitions within the MRO spend commodity codes for purchases over $2,500. We anticipate expanding the tool's capabilities in future phases for use by our Regulated, Canada and VAMS locations.
We are confident that Fairmarkit will significantly enhance our procurement capabilities and contribute to our organization's overall efficiency and cost-effectiveness.
For more information on the BidBridge Project, see the informational slidedeck here!
How do I request assistance from procurement on drafting and reviewing a contract?
In order to receive support for your contract request please submit a ticket to iResolve here. We will assign a team member and reach out to you to support your contracting needs. ESS Only: For all ESS BU specific vendor contracting needs please reach out to ESS legal as follows:
Cinda Potter (West Region): cinda.potter@veolia.com
Melanie Free (East Region): melanie.free@veolia.com
How do I know who to have sign a Contract?
All contracts must be signed by a Veolia employee in accordance with LG_107, which designates signing authority levels for each corporate function and business unit. In addition, the Veolia employee must also have the
appropriate Delegation of Authority ("DOA") that aligns with the purchasing commitment within the contract. You can find information on a Veolia employee's DOA here.
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Pending card transactions - what should I do?
Conquer Concur Slide Deck - if you have pending card transactions and do not know what to do, see slides 8-10 of this slide deck
Tips
- Airfare-Flights: System uses the departure date for reporting. If you had travel that departed at the end of November, but you returned the 1st of December, you must include this transaction in this reporting period.
- Hotels: System uses the check in date for reporting. If you checked into a hotel at the end of November and checked out December 1, you must include this transaction in this reporting period.
- Car Rental: System uses the pick up date for reporting. If you picked up the car at the end of November and the return date is December 1, you must include this transaction in this reporting period.
- Travel Agency Fees: Submit these expenses like all other transactions, they must be submitted by the 10th of the following month in which the transaction occurs. Example: transaction dated November 15, place on December 10 report.
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Disputed transaction - what should I do?
Concur Weekly Tips - if you have a disputed, fraudulent transactions and do not know what to do, see Concur Tip #6
If I need help with my expense report, what do I do?
If I need help with my expense report, what do I do?
- Question on Concur Expense Report: Submit an iCare support request via the iCare portal, which link can be found here
- Question on Concur Audit: You've submitted your report twice and the Concur Audit team keeps sending it back to you. If you are unable to figure out what is needed, submit an iResolve support request via the iResolve portal, found here
Other Resources
- Concur Expense One to One Page
- Concur Travel One to One Page
- Concur Expense User Guide
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Rental Savings Initiative
Rental costs are considerably higher than monthly lease payments. When renting the same equipment or vehicles for a year or more, turning the rental into a lease will reduce costs. Following are two examples where we achieved significant cost reductions by transitioning rentals to leases:
Site: Freeport WWTP
Equipment Ordered: 2022 Vactor Ram Jet Trailer
Monthly Rental Cost: $10,000/mo
Monthly Lease Cost:Starts at $1,316/mo and is reduced monthly by $5/mo due to the decreasing interest costs, ending at lease end (72 months) at $895
Total savings Year 1 $104,547 Site:New London Waste Water Treatment
Vehicle To Be Ordered:2019 Freightliner Dump they have been renting
Monthly Rental Cost:$4,600/mo Monthly Lease Cost:Starts at $2,003/mo being reduced monthly by $7/mo due to the decreasing interest costs; ending at lease end (72 months) at $1,361
Total savings Year 1 $31,689
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Table of Contents
01 Introduction
Hear from Deshay Milas and Jeff Crowley
Click the --> to navigate to each section
02 Credit Card Fraud
Walk through a real fraud case study at VNA with Deshay
03 Expense Management
Find corporate credit card and expense resources
04 Procurement Updates
Chemical Market Report, iResolve, and the new Vendor request form
05 Purchasing Community
Meet the procurement purchasing community
06 Compliance Corner
Find out what you know about after the fact purchase orders
Where can I find the most current templates and how do I know which one to use for the goods and/or services I am trying to purchase?
All of the Procurement contract templates for both the U.S and Canada are found on the Procurement intranet page. Once you click on the listed above, then scroll down to the bottom of the pages and follow this order: Policy / Process ---> Procedures ---> Supplier Contract Templates.
Personal expense - card used in error, what should I do?
Concur Weekly Tips - If you have an expense where you used your corporate card for a personal expense in error, see Concur Tip #3
Supplier Enablement
Our organization is embarking in an SAP Ariba Supplier Enablement program! Starting with a pilot phase with ESS, the program aims at transitioning to a more streamlined, automated, and digital Purchase-to-Pay (P2P) process.
All the transactions and interactions with “Ariba-enabled” suppliers will be made in the Ariba environment, from the Purchase Requisition to the posting of the invoice. The suppliers will receive the purchase orders directly from the system (no more emailing the documents to the suppliers!), and the invoices will be uploaded in Ariba (no more need to send the invoices into Dataserv for those suppliers).
A pilot project begins on January 13, 2025 in collaboration with ESS and 2 suppliers which will go until the end of March. In March, suppliers will start to be onboarded in waves, starting with vendors providing almost exclusively materials.
Other Resources
- Concur Expense One to One Page
- Concur Travel One to One Page
- Concur Expense User Guide
If I need help with my expense report, what do I do?
If I need help with my expense report, what do I do?
- Question on Concur Expense Report: Submit an iCare support request via the iCare portal, which link can be found here
- Question on Concur Audit: You've submitted your report twice and the Concur Audit team keeps sending it back to you. If you are unable to figure out what is needed, submit an iResolve support request via the iResolve portal, found here
Where do I send contracts once they are fully executed?
Once the contract has been signed please send it via a ticket to the iResolve portal here and we will add it to the Ariba Contracts Repository and the Google shared folder.
Disputed transaction - what should I do?
Concur Weekly Tips - if you have a disputed, fraudulent transactions and do not know what to do, see Concur Tip #6
How do I know if I need to use a contract? Is a PO with the PO Terms and Conditions sufficient?
In order to determine whether you need a contract or a purchase order please review the Procurement Contract Lifecycle Management Playbook for further guidance. If you still have questions please reach out to the Procurement legal team by submitting a ticket to iResolve.
Amanda - The Procurement Insider: January
Veolia USA Team
Created on September 25, 2024
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Transcript
January 2025
For Internal Use Only
Procurement Insider
Sourcing, Savings, Simplification, Support, and Sustainability
Inside This Edition: Expert Interview with Sooriya Sundaram Contracts Lifecycle Management Our new Travel & Expense Specialist, Ivette Ortiz Procurement Updates Meet the Procurement Team Compliance Corner: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
Table of Contents
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Click the --> to navigate to each section
03 Contracts Lifecycle Management
Contracts lifecycle playbook
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Welcome to the third edition of the Procurement Insider! This quarter, Procurement and Contracts are teaming up to shine a spotlight on contracts lifecycle management and the compliance catalyst. Inside, you'll find an expert interview with Corporate Ethics and Compliance Manager, Sooriya Sundaram, highlighting the compliance catalyst and its importance. You'll also find details on our new Contracts Lifecycle Playbook, now available on our Procurement intranet page. Why is it important for you and VNA? The Contracts Lifecycle Playbook provides a lot of guidance and information related to the Procurement contracting process, making it vital for your knowledge! Don't miss a spotlight of our new Travel and Expense Specialist, Ivette Ortiz, found on page 7. Additionally, be sure to read about current procurement updates on page 8, including the latest rental savings initiative, our new supplier enablement program and our launch of Fairmarkit. Read further to also meet our procurement team, with a spotlight on Contracts and Sustainability. Finally, make sure to test your knowledge of compliance catalyst in the compliance corner section on page 8, and gain insights into how our vendors are monitored and assessed.
Procurement Insider Introduction
Kelly Hensey, Director, Contracts Management
Amanda Morgan, Procurement Specialist
Return to Table of Contents
LEARN ABOUT Compliance Catalyst
Click the arrows to see the answers to these commonly asked questions regarding the compliance catalyst!
Q: What is compliance catalyst?
An interview with Sooriya Sundaram, Corporate Ethics and Compliance Manager
Q: When should Catalyst be used and who has access to the tool ?
Q: A business unit is currently discussing a potential partnership with another Company. As part of the due diligence of the project, VNA Compliance ran this company through Catalyst. The assessment came back as “high risk” (RED). What does it mean?
Q: What happens if a third party risk assessment shows “high risk"?
Return to Table of Contents
Contracts Lifecycle Management
Contracting process Q&A
WHAT'S NEW
Where can I find the most current templates and how do I know which one to use for the goods and/or services I am trying to purchase?
How do I know if I need to use a contract? Is a PO with the PO Terms and Conditions sufficient?
Contracting hOW tO'S
How do I request assistance from Procurement on drafting and reviewing a contract?
Contract Requests: Click here to submit a new contract request or contract related questions to our iResolve portal for any purchases of goods and/or services from vendors
How do I know who to have sign a contract?
The Vendor Contracts Lifecycle Management Playbook provides a lot of important information on Procurement's vendor contracting process
Where do I send contracts once they are fully executed?
Return to Table of Contents
Return to Table of Contents
Contracts Lifecycle Management
Click the Playbook below to view!
Topics included in the Playbook:
- Contract lifecycle process flow:
Provides complete process flow and details associated with each step of the processReturn to Table of Contents
Return to Table of Contents
Concur Reporting Resources and Reminders
Spotlight On...Ivette Ortiz
Veolia's New Travel & Expense Specialist!
Concur Reports are due the 10th of every month, in which reports must include all transactions through and including the last day of the previous month, unless otherwise noted below.
As the Concur Travel and Expense Specialist, Ivette is excited to bring her many years of expertise in managing Concur travel logistics, expense reporting and corporate card programs to the team. Ivette's expertise will be instrumental in enhancing our SAP Concur Travel & Expense system processes and
Tips
If I need help with my expense report, what do I do?
corporate card program with driving continuous improvements in our processes which are critical to mitigating Veolia's risk.
Personal expense - card used in error, what should I do?
In this role, she will focus on streamlining processes to ensure a seamless Concur travel experience for employees while maintaining compliance with Veolia policies and procedures. Her goals include enhancing the efficiency of Concur travel and expense management processes and providing support that empowers our colleagues to concentrate on their core responsibilities. With a keen eye for detail and commitment to exceptional service, Ivette looks forward to contributing to our organization's success and helping create a positive Concur travel and expense experience for all of us.
Disputed transaction - what should I do?
Pending card transactions - what should I do?
Other Resources
Confused about when to use iResolve vs iCare? Click here!
Return to Table of Contents
Title 1
Supplier Enablement
Procurement Updates
Learn about this new program!
Click here!
Rental Savings Initiative
Fairmarkit
Learn about Fairmarkit and what's to come!
Transitioning rentals to leases.
Click here!
Click here!
Return to Table of Contents
What we do...
Procurement Team
Our team's primary responsibilities include managing the Vendor Contract Lifecycle Process from initial engagement to execution and retention of an agreement. In addition, our team leads the Supplier Diversity Program, which complements and enhances the overall DE&I initiatives that we are focused on throughout our business. Our team also partners with global procurement and compliance to lead sustainability and risk mitigation efforts through tools such as Ecovadis and Compliance Catalyst.
Spotlight On...
CONTRACTS AND SUSTAINABILITY
Responsible for the overall contract lifecycle, compliance, supplier diversity and sustainability improvement activities
Who we are...
The Contracts and Sustainability team supports Veolia's multifaceted performance objectives and strategic goals within the procurement team. In supporting these objectives, we strive as a team to mitigate commercial and legal risks through stringent contracts management, to develop a more diverse vendor population, and to support sustainability initiatives both at the global and local levels.
Kelly Hensey
Lou Vozzo
Liz Schwertzler
Director, Contracts Management
Procurment Specialist
Corporate Attorney Operations
Return to Table of Contents
Compliance Corner
Test your knowledge about compliance catalyst!
Return to Table of Contents
Thank you!
Procurement Team
For Internal Use Only
Return to Table of Contents
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Pending card transactions - what should I do?
Conquer Concur Slide Deck - if you have pending card transactions and do not know what to do, see slides 8-10 of this slide deck
Table of Contents
01 Introduction
Hear from Deshay Milas and Jeff Crowley
Click the --> to navigate to each section
02 Credit Card Fraud
Walk through a real fraud case study at VNA with Deshay
03 Expense Management
Find corporate credit card and expense resources
04 Procurement Updates
Chemical Market Report, iResolve, and the new Vendor request form
05 Purchasing Community
Meet the procurement purchasing community
06 Compliance Corner
Find out what you know about after the fact purchase orders
Q: A Business Unit is currently discussing a potential partnership with another Company. As part of the due diligence of the project, VNA Compliance ran this Company through Catalyst. The assessment came back as “high risk” (RED). What does it mean?
A: A “high risk” assessment can be triggered by several elements that might require further investigation. For example, the tool might yield a high risk if:
For a more detailed list of events that may trigger a high risk, please consult the Compliance Catalyst User Guide found here.
Tips
Personal expense - card used in error, what should I do?
Concur Weekly Tips - If you have an expense where you used your corporate card for a personal expense in error, see Concur Tip #3
Q: When should Catalyst be used and who has access to the tool ?
Q: What happens if a third party risk assessment shows “high risk"?
A: Veolia Group prohibits working with high risk entities. However, Compliance may downgrade a high risk by applying the Group’s decision tree to downgrade a high risk on a case-by-case basis. If after applying the decision tree the risk remains high, VNA Compliance works with the business to ensure that the risks presented can be mitigated contractually.
Q: What is Compliance Catalyst?
A: Catalyst is an integrated platform that combines data and technology. This is a risk management platform helping companies analyze, assess and monitor third parties. Veolia has deployed this tool at Group Level, and Catalyst is being widely used in all Zones. The tool offers extensive company information including but not limited to:
Fairmarkit
We are thrilled to announce the upcoming launch of Fairmarkit, an innovative autonomous tail spend sourcing tool, scheduled for mid-December. This cutting-edge solution is set to transform our procurement processes and drive significant efficiencies across our organization. Key highlights of Fairmarkit:
- AI-powered supplier recommendations
- Streamlined process for obtaining 3+ quotes
- Integration with Ariba requisitions
- Initial focus on targeted MRO spend commodity codes whereby purchases exceed $2,500
The implementation of Fairmarkit will empower our VNA Buy Desk and operational teams to make more informed decisions, potentially leading to cost savings and improved supplier relationships. Wave 1 of the rollout will concentrate on Ariba requisitions within the MRO spend commodity codes for purchases over $2,500. We anticipate expanding the tool's capabilities in future phases for use by our Regulated, Canada and VAMS locations. We are confident that Fairmarkit will significantly enhance our procurement capabilities and contribute to our organization's overall efficiency and cost-effectiveness.For more information on the BidBridge Project, see the informational slidedeck here!
How do I request assistance from procurement on drafting and reviewing a contract?
In order to receive support for your contract request please submit a ticket to iResolve here. We will assign a team member and reach out to you to support your contracting needs. ESS Only: For all ESS BU specific vendor contracting needs please reach out to ESS legal as follows: Cinda Potter (West Region): cinda.potter@veolia.com Melanie Free (East Region): melanie.free@veolia.com
How do I know who to have sign a Contract?
All contracts must be signed by a Veolia employee in accordance with LG_107, which designates signing authority levels for each corporate function and business unit. In addition, the Veolia employee must also have the
appropriate Delegation of Authority ("DOA") that aligns with the purchasing commitment within the contract. You can find information on a Veolia employee's DOA here.
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Pending card transactions - what should I do?
Conquer Concur Slide Deck - if you have pending card transactions and do not know what to do, see slides 8-10 of this slide deck
Tips
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Disputed transaction - what should I do?
Concur Weekly Tips - if you have a disputed, fraudulent transactions and do not know what to do, see Concur Tip #6
If I need help with my expense report, what do I do?
If I need help with my expense report, what do I do?
Other Resources
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Rental Savings Initiative
Rental costs are considerably higher than monthly lease payments. When renting the same equipment or vehicles for a year or more, turning the rental into a lease will reduce costs. Following are two examples where we achieved significant cost reductions by transitioning rentals to leases: Site: Freeport WWTP Equipment Ordered: 2022 Vactor Ram Jet Trailer Monthly Rental Cost: $10,000/mo Monthly Lease Cost:Starts at $1,316/mo and is reduced monthly by $5/mo due to the decreasing interest costs, ending at lease end (72 months) at $895 Total savings Year 1 $104,547 Site:New London Waste Water Treatment Vehicle To Be Ordered:2019 Freightliner Dump they have been renting Monthly Rental Cost:$4,600/mo Monthly Lease Cost:Starts at $2,003/mo being reduced monthly by $7/mo due to the decreasing interest costs; ending at lease end (72 months) at $1,361 Total savings Year 1 $31,689
01 Introduction
A note from Kelly Hensey and Amanda Morgan
02 Compliance Catalyst
Learn about this assessment tool from Sooriya Sundaram
Table of Contents
03 Contracts Lifecycle Management
Contracts lifecycle playbook
Click the --> to navigate to each section
04 Our New Travel & Expense Specialist
Meet Ivette Ortiz
05 Procurement Updates
Rental savings initiative, supplier enablement, and Fairmarkit
06 Purchasing Team
Meet the Procurement Contracts and Sustainability team
07 Compliance Corner
Test your knowledge: Compliance Catalyst
Table of Contents
01 Introduction
Hear from Deshay Milas and Jeff Crowley
Click the --> to navigate to each section
02 Credit Card Fraud
Walk through a real fraud case study at VNA with Deshay
03 Expense Management
Find corporate credit card and expense resources
04 Procurement Updates
Chemical Market Report, iResolve, and the new Vendor request form
05 Purchasing Community
Meet the procurement purchasing community
06 Compliance Corner
Find out what you know about after the fact purchase orders
Where can I find the most current templates and how do I know which one to use for the goods and/or services I am trying to purchase?
All of the Procurement contract templates for both the U.S and Canada are found on the Procurement intranet page. Once you click on the listed above, then scroll down to the bottom of the pages and follow this order: Policy / Process ---> Procedures ---> Supplier Contract Templates.
Personal expense - card used in error, what should I do?
Concur Weekly Tips - If you have an expense where you used your corporate card for a personal expense in error, see Concur Tip #3
Supplier Enablement
Our organization is embarking in an SAP Ariba Supplier Enablement program! Starting with a pilot phase with ESS, the program aims at transitioning to a more streamlined, automated, and digital Purchase-to-Pay (P2P) process. All the transactions and interactions with “Ariba-enabled” suppliers will be made in the Ariba environment, from the Purchase Requisition to the posting of the invoice. The suppliers will receive the purchase orders directly from the system (no more emailing the documents to the suppliers!), and the invoices will be uploaded in Ariba (no more need to send the invoices into Dataserv for those suppliers). A pilot project begins on January 13, 2025 in collaboration with ESS and 2 suppliers which will go until the end of March. In March, suppliers will start to be onboarded in waves, starting with vendors providing almost exclusively materials.
Other Resources
If I need help with my expense report, what do I do?
If I need help with my expense report, what do I do?
Where do I send contracts once they are fully executed?
Once the contract has been signed please send it via a ticket to the iResolve portal here and we will add it to the Ariba Contracts Repository and the Google shared folder.
Disputed transaction - what should I do?
Concur Weekly Tips - if you have a disputed, fraudulent transactions and do not know what to do, see Concur Tip #6
How do I know if I need to use a contract? Is a PO with the PO Terms and Conditions sufficient?
In order to determine whether you need a contract or a purchase order please review the Procurement Contract Lifecycle Management Playbook for further guidance. If you still have questions please reach out to the Procurement legal team by submitting a ticket to iResolve.