URI Financials On-Line Requisition Approval Process

1. URI Financials On-Line RequisitionApproval Process

2. Contents • Signature Authorization • a) Level 1 5 • b) Level 2 6 • c) Level 3 7 • Document Flow • a) Level 1 8 • b) Level 2 8 • c) Level 3 9 • Approved Requisitions – Routings 10 • Denied Requisitions – Routing 11 • URI Home Page 12 • E-Campus – Financials Administration 13 • Financials • a) Financials Link 14 • b) User Name/Password 15 • c) Change Password Link 16 • d) Change Password (New Users) 17

3. Contents Cont • 8) Worklist Link 18 • Worklist Page 19 • Requisition Chartfield Approval 20 • a) Approve/Deny • b) View Printable Req • c) Transfer to Req Inquiry • d) Save • e) View Worklist • f)Previous in List • g) Next in List • Requisition Chartfield Approval 21 • Header • Type • Distribution • Amount/Quantity • Approval History

4. Contents Continued • 12) Requisition Chartfield Approval – Details Page 22 • 1) Category • 2) Description • 3) Vendor ID • 4) Vendor Name

5. Signature Authorization – Level 1 Level 1 – Staff is Level 1 Approver because the Document College Requisition is checked. This includes Limited Value Purchase Orders. ChartField String Fund = 500 Dept = 2411 Program = 0000 Project = 0000385 Level 1

6. Signature Authorization – Level 2 Level 2 - Lee Ann is a Level 2 Approver because both College Requisition and the Level 2 boxes are checked. Level 2 – (Optional)

7. SignatureAuthorization – Level 3 Level 3 Approval (Depends on Fund) Level 3 - There may be another level of Approval required depending on the CFS. This includes Bond Funds, Grants & Contract and Foundation. These routing’s primarily are determined by the Fund but will route by Project to the Responsible Accountant when Fund 500 is utilized.

8. Document Flow • After a Requisition has been entered by a Requester and the status is “Pending” and not on “Hold”: • Level 1 - Approver(s) will receive an e-mail that Requisition XXXXXXXXXXXXX is seeking level 1 approval. These are the Authorized Signatories from Signature Authorization for that Chartfield String. • Note: If there are multiple Approvers on the Chartfield string each Approver will receive the e-mail. • When one of these Approvers, selects the Requisition, it no longer appears on any of the Level 1’s Worklist and must be acted on by Approving/Denying or Reassigning. After Approval at Level 1 the Req is automatically moved to the next level. • Level 2 - If there is a Level 2 Authorization requirement; Level 2 Reviewers will receive an email that says. Requisition XXXXXXXXXXXXX is seeking level 2 Approval. • Note: Because Level 2 approvers qualify for both Level 1 and Level 2 they can approve the transaction from the Level 1 Notification; therefore, if the Level 2 Approver wants another Signatory approving the transaction prior to their Approval, then they should wait to receive the Level 2 Request for Approval. When one of these Approvers selects the Requisition it no longer appears on any of the Level 2’s Worklist and is moved to the next step depending on the requirement for that CFS.

9. Document Flow Continued Level 3 - Some ChartField strings may have Level 3 Requirement which is determined by the Fund. Bond Funds Grants and Contract Foundation Require a Level 3 Authorization. If required, Level 3 Approvers will receive an Email that says. Requisition XXXXXXXXXXXXX is seeking level 3 Approval. Grant & Contract Accountants Foundation Business Services

10. Approved Requisitions - Routings • Routings are based on the type of Requisition: • LV/IV – Limited Values and Internal Vendors Automatically generate to a Purchase Order, which means the Requester will be receiving the LVPO or Internal PO via email. • CR, SC – College Requisitions are routed to Purchasing and Sub Contracts are routed to Research, for additional work, i.e. bids, quotes, etc and can be re-routed through the Approval process if deemed necessary. Requisition Type Requester Purchasing Research

11. This Req is a mess! I can’t approve this!! • Denied Requisitions: • A Requisition can be denied at any level and once Denied is routed back to the Requester with Comments from the person Denying. • If Denied, regardless of what level it is Denied at, the Requisition will begin from Level 1 and go through the entire Approval process again. DENIED I need to re-work my Req. It was denied!!

12. URI Home Page Click e-Campus

14. Click the Log on Button

15. Log On – Log into PeopleSoft Financials using your UserID and Password Enter your User Id and Password below:

16. NEW USERS: Please change your password. Click the Change my Password link

17. Enter Current Password – 123456 Enter New Password – Use at least 6 Characters/Numbers. Note: Upper and Lower case and special characters create a more secure password.

18. Worklist Link Click on the Worklist link located on the Right side of the Title Bar.

19. Worklist Page Select Hyperlink for the Requisition you need to Work. The 10 Digit Number is the Requisition Number. After you select it from your Worklist, you must take action! APPROVE or DENY or REASSIGN

20. Requisition ChartField Approval page - Action Buttons A B C D E F G Click Save to Approve Requisition

21. Requisition ChartField Approval page – Information Available Click Save to Approve Requisition

22. Requisition ChartField Approval page – Continued – Details Tab Category – Last 3 Digits of Account with Alpha Character. Provides greater reporting detail than GL Account. Description – Item or Product being purchased. Vendor ID – PeopleSoft Vendor Number. Vendor Name – PeopleSoft Vendor Name.

23. Requisition ChartField Approval – Viewing Attachments Click Transfer to Req Inquiry on Requisition ChartField Approval Look for Comment Icon with lines in it by select Status or Requisition Hyperlink.

24. Requisition ChartField Approval – Viewing Attachments Continued View Button will be Active so you select click which will bring attachment to your screen.

25. Requisition ChartField Approval – Approval History Use Transfer to Req Inquiry from the ChartField Approval Page Click on More Button and Scroll all the way to the right. or Follow Navigation below: Remember you will need the Req. Number to Use Requisition Inquiry.

26. Requisition ChartField Approval – Approval History Continued

27. Worklist Page - Reassign Button If you need to Reassign a Req: Worklist Page - Click Reassign Ensure that you know the Userid and the that the individual has Signature Authorization for the ChartField String On the Req.

28. Requisition ChartField Approval – View Printable Req This Button runs a Process that will bring the Requisition Document to your Screen in a .PDF format.

30. Conclusion: FinancialsHelp Desk – (401)- 874-7048 Please take the Assessment in Sakai: Test & Quizzes – On-Line Requisition Approval Quiz This is a simple 10 Question True/False quiz you can take it twice, once you have completed the Quiz your grade will be recorded and you will be setup as an Approver in Production. https://sakai.uri.edu/portal/site/c5c792c8-cbee-4759-a77a-4efa5d7aff72/page/7a628c93-9b5f-44a1-82ba-2e7324697472 If you do not have a PeopleSoft Financials Login you will also need to complete The Financials Security Form located on our Financials site. PS Financials Security Form