This page is a copy of the email announcement sent to Campus Users announcing Duck Depot Expansion is now live and ready for shopping, as well as additional updates and important dates.
From: Purchasing and Contracting Services and Business Affairs
To: Campus Partners
Subject: Duck Depot Is Live! Explore the Newly Expanded System Today
Sent: 11/17/2025
Dear Campus Colleagues,
Today marks an exciting milestone: the newly expanded Duck Depot system is officially live and ready for campus use! Over the past nine months, Purchasing and Contracting Services, Business Affairs, and pilot testers across campus have worked diligently to implement and refine this system. We are thrilled to share it with you!
To start using the system, login at duckdepot.uoregon.edu and take advantage of the new features, including:
- Enhanced visibility
- Automated workflows
- Streamlined purchasing authority process
- More efficient purchase order creation process
- Simplified invoicing
- Single system for purchase orders and invoices
The new Duck Depot will replace the previous instance of Duck Depot, along with Purchase Order (PO) processes in Banner and "on paper” via the PCS PO form, and Banner invoicing to pay vendors. Payments to punchout catalog vendors in the new Duck Depot will occur via JP Morgan Virtual Card, so Duck Depot cards will no longer be needed. Regular PCards can still be used as they are used today. Contracts, Procurements, and PCard actions will continue to be processed via the PCS Portal.
The previous instance of Duck Depot will be available to place orders until December 1, 2025, and will be available to retrieve past order information until December 31, 2025. Starting January 1, 2026, the old Duck Depot system will be retired and not accessible. PCS will download and store the data from the old Duck Depot for records retention and auditing purposes. To allow for order fulfillment and payment we plan to cancel all Duck Depot cards on January 31, 2026.
Banner POs will no longer be available as a purchasing option as of today, Nov. 17, 2025. Requests for PCS review of POs will no longer be accepted in the PCS Portal as of today; moving forward those requests must occur in the new Duck Depot. Employees with L1 and L2 contracting authority may issue PCS approved form POs from outside of Duck Depot through January 1, 2026, to allow for an orderly transition to the new system. Departments are encouraged to migrate to processing POs in the new Duck Depot as soon as possible. Form POs issued after January 1 by those with L1 or L2 contracting authority will no longer be valid and will require approval by PCS.
Payment of invoices to vendors (third parties that provide goods or services to UO) will no longer be allowed in Banner after January 1, 2026. Payment of invoices for payees (i.e. employee or student reimbursements, refunds, subject or survey payments, and other non-vendor payments) will continue to be processed via Banner. Note that if a PO is created in Duck Depot, that PO must be invoiced in Duck Depot.
To issue a PO or pay an invoice in Duck Depot, the vendor must be enabled in the system. If you do not see a vendor in the system that you know is in Banner, or the vendor you want to do business with does not have an order e-mail in Duck Depot, please reach out to Accounts Payable at apbao@uoregon.edu to request that the vendor be enabled or updated as needed. If the vendor you want to transact with is a new UO vendor, please submit a new vendor request as you normally would via apbao@uoregon.edu. For new vendor requests where neither an invoice nor a contract is available, departments can provide a complete W-8 or W-9, and a brief explanation of why the vendor should be onboarded via e-mail to onboard the vendor.
To support campus as we make this transition to the new Duck Depot, PCS and Business Affairs will be hosting daily office hours until the first week of December, and weekly office hours through the first of the year, with monthly office hours thereafter. We have also created a comprehensive knowledge base, and just-in-time learning options to help you learn to use the new system. In October, PCS and Business Affairs hosted two Duck Depot Townhall sessions that introduced the updated and expanded solution. You can find the recordings for those sessions and additional project information at the Duck Depot Expansion webpage. The PCS Procedures have been updated to align with changes to authorities and other procedures in the new Duck Depot. Please reference this Redline draft of the procedures to see the specific changes. If you have any questions, please contact our project team at duckdepot@uoregon.edu.
Lastly, Eddie and I would like to thank the many people at PCS, Business Affairs, IS, and across campus who helped us implement this new system. While we make no promises that this system will be perfect, we are confident that it will work well, and we are committed to continue to improve its function and efficiency throughout its useful life. We hope you will join us in this continuous improvement process by offering your suggestions and feedback!
Sincerely,
Greg Shabram
Chief Procurement Officer
Eddie Roberts
Director of Financial Services