URI Financials On-Line Requisition Approval Process 9/11/20151

1)Signature Authorization a) Level 15 b) Level 2 6 b) Level 2 6 c) Level 3 7 2)Document Flow a) Level 18 b) Level 28 c) Level 39 3)Approved Requisitions – Routings10 4)Denied Requisitions – Routing11 5)URI Home Page12 6)E-Campus – Financials Administration13 7)Financials a) Financials Link14 b) User Name/Password15 c) Change Password Link16 d) Change Password (New Users)17 Contents 9/11/20152

8)Worklist Link18 9)Worklist Page19 10)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 11)Requisition Chartfield Approval21 a)Header b)Type c)Distribution d)Amount/Quantity e)Approval History Contents Cont 9/11/20153

12) Requisition Chartfield Approval – Details Page22 1) Category 2) Description 3) Vendor ID 4) Vendor Name Contents Continued 9/11/20154

Signature Authorization – Level 1 Level 1 – Staff is Level 1 Approver because the Document College Requisition is checked. This includes Limited Value Purchase Orders. 9/11/20155 ChartField String Fund = 500 Dept = 2411 Program = 0000 Project = Level 1

9/11/20156 Level 2 - Lee Ann is a Level 2 Approver because both College Requisition and the Level 2 boxes are checked. Level 2 – (Optional) Signature Authorization – Level 2

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. 9/11/20157 Bond Funds Grants and Contract 500 Foundation 401 Level 3 Approval (Depends on Fund) Signature Authorization – Level 3

Document FlowDocument Flow After a Requisition has been entered by a Requester and the status is “Pending” and not on “Hold”: o Level 1 - Approver(s) will receive an 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 . 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. o Level 2 - If there is a Level 2 Authorization requirement; Level 2 Reviewers will receive an 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. 9/11/20158

Level 3 - Some ChartField strings may have Level 3 Requirement which is determined by the Fund. 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 that says. Requisition XXXXXXXXXXXXX is seeking level 3 Approval. Requisition XXXXXXXXXXXXX is seeking level 3 Approval. Document Flow ContinuedDocument Flow Continued 9/11/20159 Foundation Grant & Contract Accountants Business Services

Routings are based on the type of Requisition: o 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 . o 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. 9/11/ LV IV CR SC Requisition Type Purchasing Requester Research Approved Requisitions - Routings

Denied Requisitions: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. 9/11/ This Req is a mess! I can’t approve this!! DENIED I need to re- work my Req. It was denied!!

9/11/ Click e-Campus URI Home Page

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9/11/ Click the Log on Button

Log On – Log into PeopleSoft Financials using your UserID and PasswordLog On – Log into PeopleSoft Financials using your UserID and Password Enter your User Id and Password below: 9/11/201515

Click the Change my Password link NEW USERS: Please change your password. 9/11/201516

Enter Current Password – Enter New Password – Use at least 6 Characters/Numbers. Note: Upper and Lower case and special characters create a more secure password. 9/11/201517

Worklist Link Click on the Worklist link located on the Right side of the Title Bar. 9/11/201518

9/11/ 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 Worklist Page

9/11/ A B C DE Requisition ChartField Approval page - Action Buttons FG Click Save to Approve Requisition

9/11/ Requisition ChartField Approval page – Information Available Click Save to Approve Requisition

9/11/ 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.

9/11/ 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.

Requisition ChartField Approval – Viewing Attachments Continued 9/11/ View Button will be Active so you select click which will bring attachment to your screen.

9/11/ 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.

Requisition ChartField Approval – Approval History Continued 9/11/201526

9/11/ 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.

9/11/ Requisition ChartField Approval – View Printable Req This Button runs a Process that will bring the Requisition Document to your Screen in a.PDF format.

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9/11/ Conclusion: Financials Help Desk – (401) 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. 9b5f-44a1-82ba-2e 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