AP Workflow Disbursements and Travel Services Requisition ePro

AP Workflow Disbursements and Travel Services Requisition (e-Pro) Workflow Purchasing & Distribution Services

Workflow for Requisition and AP non-PO Voucher Go Live Date: March 14, 2016 Share. Point interim requisition and non-PO voucher approval processes will be replaced by a similar approval process in UT Share People. Soft. Requisitions will receive workflow approval in People. Soft from: • Cost Center/Project ID’s (Grant & Capital) – Budget Approval • Commodity Approvals – based on the type of purchase (if applicable) • Foreign Vendor Approval (if applicable) Non-PO Voucher will receive workflow approval in People. Soft from: • Cost Center/Project ID’s (Grant & Capital) – Budget Approval

Requisition Benefits • Interim form no longer needed (Share. Point) • Approval process tracked and monitored in UT Share People. Soft • Fluid; if denied, originator can make edits and resubmit for approval • Email notifications – – – Budget Approver Commodity Approver End User AP Non-PO Voucher • Interim form no longer needed (Share. Point) • Approval process tracked and monitored in People. Soft • Routes to multiple funding paths simultaneously • Incorporates “Push Back” and “Denied” (allowing originator to make edits) • Email notifications • Able to attach scanned documentation

Workflow User Role Terminology • Approver: Electronic approval by Cost Center, PI, RSC or Capital Projects approvers. (Also referred to as “Reviewer” and “Budgetary Authority”) Note: May include UTSA faculty/staff who have not used UTShare People. Soft previously • Originator: Individual who creates electronic voucher (Also referred to as “Requester” or “Creator”) Note: Users cannot have dual security role. For example, “Originator and “Approver”

AP Workflow - Highlights • Applicable to Non-Purchase Order Vouchers (created by front office users) • Applicable to PO Vouchers (created by DTS – Internal DTS routing only) • Routes through approved stages as established by department • FMOGs will be updated to reflect workflow changes • Scanned documentation support

AP Workflow Multiple Funding Path Functionality • Document routes simultaneously for funding approval • Each funding source must be approved before moving to the next routing stage (e. g. RSC and DTS) • If one portion of funding is denied, the entire document will be returned to Originator. The document can be modified or corrected and rerouted for approval.

AP Workflow Approval Action Types • APPROVE: Document is approved and moves to the next workflow step (comments are optional). • PUSH BACK: Returns voucher to prior approver or budget authority. Only available with more than one workflow layer (e. g. grants). Originator is able to modify document and resubmit for approval. • DENY: Document is not approved and will be returned to originator (requires comments). E-notification sent to originator who can modify the document and resubmit.

AP Workflow Approval Action Types HOLD: Functionality currently being tested. INSERT ADDITIONAL APPROVER OR REVIEWER: An approver can assign an additional approver/reviewer in the approval cycle (user ID required).

AP Workflow Two types of Voucher Access • WORKLIST: Enables users to view tasks which require attention (automated “to-do” list created by workflow). Voucher accessed through hyperlinks. • E-NOTIFICATION: system generates email with hyperlink to access voucher. Reminder: Access requires my. UTSA ID+ “Duo: Two Factor Authentication” login (see OIT communications)

Voucher Workflow Process Overview

Non-PO Voucher Workflow Step 1: Initiate Document Department Originator Step 2: Budget Authority Approvals Cost Center Approvers Grant Approvers (PI RSC) Capital Projects Approvers Step 3: Final Document Approval AP Office (DTS)

Scanning of Voucher Documentation • Departments will scan and attach supporting documentation in UT Share People. Soft • Scanned vouchers will be considered the official University record. These documents will be used on Open Records Requests, audits, etc.

Benefits to Attaching Documents Electronically • Front Office will no longer have to hand-walk paperwork to approvers or DTS • Front Office will no longer need to request copies of payment support • Voucher documentation will be readily available electronically for review at any time during and after the approval process • Eliminates potential for lost vouchers/documentation sent via campus mail

Voucher Documentation • Originator will scan and attach all required documentation before submitting voucher to workflow • Approvers/Reviewers must ensure all required documentation is attached to vouchers before approving • Hard paper copies will no longer be accepted/required • Departments should retain original copies for a minimum of 12 months • Vouchers with incomplete or missing documentation will be returned or “denied” and will have to re-route for approval

Department Preparation • Approvers in your office may be new to People. Soft (and Two Factor Authentication) • Approvers will not be able to both approve and create • Prepare for scanning and attaching support documents • E-notifications to departments – Approvals and denials – Match exceptions on PO vouchers • Be aware of training announcements and attend informational sessions • Complete online training course for Approvers

Upcoming Training • The Purchasing and DTS offices are working in conjunction with HR Training and Development to develop an online course for approvers to be available on February 29, 2016 • “Informational Workflow Sessions” will be available for APPROVERS (tentative dates: 2/29/16 - 3/11/16) • “Processing of Non-PO Voucher Using UTShare” training class (PS 203. 03)will be updated to include business process for scanning and attachment of documents and workflow functionality for Originator

Upcoming Training • Updates to previous processes will be communicated to all Originators who would have attended previous classes • Purchasing will post Instructional Guides to Purchasing website to assist end users and approvers with requisition workflow process. • Review FMOG’s on Financial Affairs website

Purchasing Contact Information • Primary: send an e-mail to Purchasing at purchasing@utsa. edu • Contact department assigned Procurement Specialist (click here for list) • Contact Front Desk at ext. 4060

DTS Contact Information • Primary: send an e-mail to DTS at disbursements. travel@utsa. edu • DTS Contacts: http: //www. utsa. edu/financialaffairs/dts/contact. html • Contact Front Desk at ext. 4213

Resources: • Purchasing Website: http: //www. utsa. edu/purchasing/index. cfm • Purchasing People. Soft Forms: http: //www. utsa. edu/purchasing/PS_Purch_Forms. cfm • Purchasing People. Soft Instructional Guides: http: //www. utsa. edu/purchasing/PS_Purch_How. To. cfm • DTS Website: http: //www. utsa. edu/financialaffairs/dts/