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Procurement

• Create Requisition

  A requisition is a request to purchase goods and services. It is the initial step in the procurement process. Once approved, the requisition is converted into a purchase order.

  Workflow

  1. Initiator starts .
  2. Budget check.
  3. Buyer reviews.
  4. If applicable, Spend Category Manager approves.
  5. If applicable, Designation Manager / Gift Manager / Project Manager / Grant PI approves.
  6. If not a project, Cost Center Manager approves.
  7. If grant, Grant Manager approves.
  8. When requisition is $35,000 to $149,999.99, Procurement Manager 2 approves.
  9. When requisition is greater than or equal to $150,000, Procurement Manager 3 approves.
  10. When requisition is $500,000 to less than $1 million, Procurement Manager 4 approves.
  11. When requisition is greater than or equal to $1 million, Finance Executive approves.
  12. Complete.

  Initiators

  Employee (Self), Contingent Worker (Self), Buyer

  Notifications

  • Notification is sent to the Requester when request is initiated on behalf of that person or when requisition status is completed or denied. 

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• Create Purchase Order

  A purchase order is the contract document sent to a supplier to purchase goods or services. The PO creates a system of record in Workday, storing all associated documents for auditing and record-keeping purposes.

  Once a requisition is approved, it is automatically converted into a Purchase Order.

  The Purchase Order approval workflow is skipped if approvals happened via a Requisition or Change Order workflow.

  Workflow

  1. Initiator starts Purchase Order.
  2. Budget check.
  3. If applicable, Spend Category Manager approves.
  4. If applicable, Designation Manager / Gift Manager / Project Manager / Grant PI approves.
  5. If not a project, Cost Center Manager approves.
  6. If grant, Grant Manager approves.
  7. When PO is greater than or equal to $35,000, Procurement Manager 2 approves.
  8. When PO is greater than or equal to $150,000, Procurement Manager 3 approves.
  9. When PO is greater than or equal to $500,000, Procurement Manager 4 approves.
  10. When PO is greater than or equal to $1 million, Finance Executive approves.
  11. Complete.

  Initiators

  Budget Manager, Buyer

  Notifications

  • Notification is sent to Initiator when PO is denied. 
  • Notification is sent to Initiator, Cost Center Manager, Manager, Project Manager, and Supplier Contract Specialist when item is corrected.  

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• Issue Purchase Order

  A purchase order must be issued by a Buyer. This task transmits the generated purchase order to the supplier for fulfillment.

  Workflow

  1. Buyer initiates the Purchase Order Issue event.
  2. Complete.
• Create Change Order

  A change order is used to make amendments to an existing purchase order.

  A change order is initiated through a request form in myWings (search for “Procurement Change Order Request”). Procurement Services will process the request in Workday.

  Workflow

  1. Buyer receives notification of Change Order Request once the OnBase form is completed.
  2. Buyer starts Change Order in Workday.
  3. Budget check.
  4. If applicable, Spend Category Manager approves.
  5. If applicable, Designation Manager / Gift Manager / Project Manager / Grant PI approves.
  6. If not a project, Cost Center Manager approves.
  7. If Grant, Grant Manager approves.
  8. When change order is greater than or equal to $35,000, Procurement Manager 2 approves.
  9. When change order is greater than or equal to $150,000, Procurement Manager 3 approves.
  10. When change order is greater than or equal to $500,000, Procurement Manager 4 approves.
  11. When change order is greater than $1 million, Finance Executive approves.
  12. Complete.
  13. If intercompany, system initiates the Supplier Accounts Match event for related supplier invoices.

  Initiators

  Buyer

  Notification

  • Automatic notification is not sent to the requester. Buyer will contact the requestor if denied. 

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Expenses

• Spend Authorization

  A spend authorization is a pre-approval before spending that encumbers the funds. This process can be initiated by oneself or on behalf of another person. A spend authorization is considered complete after the corresponding expense report is submitted and processed.

  Workflow

  1. Initiator starts .
  2. If submitted on behalf of another employee, Employee (Self) reviews.
  3. If foreign travel, Employee (Self) performs step to contact C-Tech about electronic devices.
  4. If payee is employee, Manager approves.
  5. Budget check.
  6. If business purpose is Athletics Recruiting, Athletics Compliance Partner approves.
  7. If applicable, Designation Manager / Gift Manager / Project Manager / Grant PI approves.
  8. If not a project, Cost Center Manager approves.
  9. If grant, Grant Manager approves.
  10. If foreign travel, International Travel Partner approves.
  11. If foreign travel (excluding President or Vice Presidents), Manager approves.
  12. If business purpose is closed conference or research, Provost approves.
  13. If it contains cash advance lines, Accounts Payable Manager approves.

  Initiators

  Employee (Self), Contingent Worker (Self),
  Cost Center Finance Specialist, Expense Data Entry Specialist

  Notifications

  • Notification is sent to the Payee when Spend Authorization is initiated (steps 1-2).
    Message contains an acknowledgement of Florida Statutes and º£½ÇÉçÇøtraveler responsibilities. 
  • Notification is sent to the Payee if trip type is foreign travel (step 3).
    Message contains an acknowledgment of Florida Statutes regarding electronic devices.

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• Expense Report

  An expense report is used to itemize business-related expenses. It releases encumbered funds, allows for reimbursement of out-of-pocket expenses, and tracks expenses for financial reporting. This process can be initiated by oneself or on behalf of another person.

  Workflow

  1. Initiator starts Expense Report.
  2. If receipt attachment is missing, Initiator / Employee (Self) completes questionnaire for Missing Receipt Affidavit. Excludes when expense item is daily allowance or mileage.
  3. If submitted on behalf of employee, Employee (Self) reviews.
  4. If applicable, Manager approvers.
     Excludes when payee is candidate, external committee member, pre-hire or student.
  5. Budget check.
  6. If applicable, Designation Manager / Gift Manager / Project Manager / Grant PI approves.
  7. If not a project, Cost Center Manager approves.
  8. If grant, Grant Manager approves.
  9. When company on line is Foundation, FDN Accounts Payable Operations Lead (APOL) approves. 
  10. When Foundation or TSI, and total is greater than or equal to $10,000, Finance Manager approves.
  11. When Foundation or TSI, and total is greater than or equal to $25,000,
      or MOCA and total is greater than or equal to $10,000,
      or total is greater than or equal to $1 million, Finance Executive approves.
  12. When company is TSI, Accounts Payable Data Entry Specialist (APDES) approves.
  13. Accounts Payable Operations Lead (APOL) approves.
  14. If intercompany, system performs Expense Report Intercompany event.

  Initiators

  Employee (Self), Contingent Worker (Self), Cost Center Finance Specialist, Expense Data Entry Specialist

  Notifications

  • Notification is sent to Employee (Self) or Contingent Worker (Self) when an expense report is initiated on their behalf.
  • Notification is sent to Employee (Self) or Contingent Worker (Self) when status is complete.
  • Notification is sent to Cost Center Manager, Expense Partner, Manager, Project Manager, Tax Manager when expense report is corrected.

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Suppliers

• Supplier Invoice

  A supplier invoice is a document that records the amount owed to a supplier for goods or services received to ensure accurate and timely payments.

  Workflow

  1. Initiator starts Supplier Invoice.
  2. System performs Supplier Account matching process.
  3. Budget check (if PO is not consignment).
  4. If applicable, Designation Manager / Gift Manager / Project Manager / Grant PI approves.
  5. If not a project, Cost Center Manager approves.
  6. If grant, Grant Manager approves.
  7. When Foundation or TSI and invoice is greater than or equal to $10,000, Finance Manager approves.
  8. When MOCA and invoice is greater than or equal to $10,000,
     or Foundation or TSI and invoice is greater than or equal to $25,000,
     or invoice is greater than or equal to $1,000,000, Finance Executive approves.
  9. When Foundation, TSI or MOCA, Accounts Payable Data Entry Specialist (APDES) approves.
  10. If not the initiator, Accounts Payable Operations Lead approves.
  11. If Expenditure Treatment is Attractive / Capital Asset or Distribution Extended Amount is greater than or equal to $5000, Business Asset Tracking Specialist reviews trackable invoice lines.
  12. If Foundation and unit cost is greater than or equal to $5000 with a trackable spend category, Business Asset Tracking Specialist has a To Do step to register asset.
  13. If intercompany, system performs the Initiate Supplier Invoice Intercompany event.
  14. Complete.
      Follow-Up Actions:
  15. If unit cost is greater than or equal to $5000, system initiates asset registration events from invoice.
  16. System initiates the Supplier Accounts Match event for related supplier invoices.
  17. If prepaid amortization type is ‘schedule’, Accounting Analyst, Accounting Manager, or Accounting Specialist creates prepaid amortization schedule.
  18. If unit cost is greater than or equal to $5000, Business Asset Accountant has action to Assign Asset Accounting Information from Invoice.

  Initiators

  Accounts Payable Data Entry Specialist (APDES),
  Accounts Payable Operations Lead (APOL) for º£½ÇÉçÇø/ FDN / MOCA / TSI,
  Cost Center Finance Specialist, Project Manager, Supplier Contact (Self)

  Notifications

  • Notification is sent to Initiator when status changes to denied.
  • Notification is sent to Initiator, Cost Center Manager, APDES, Project Manager, and Business Asset Accountant when item is corrected.
  • Notification is sent to APDES when the Supplier Invoice is direct intercompany.

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