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
SharePoint interim requisition and non-PO voucher approval
processes will be replaced by a similar approval process in
UT Share PeopleSoft.
Requisitions will receive workflow approval in PeopleSoft 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
PeopleSoft from:
• Cost Center/Project ID’s (Grant & Capital) – Budget Approval
Benefits
Requisition
AP Non-PO Voucher
• Interim form no longer
needed (SharePoint)
• Approval process tracked
and monitored in UT
Share PeopleSoft
• Fluid; if denied, originator
can make edits and resubmit for approval
• Email notifications
• Interim form no longer
needed (SharePoint)
• Approval process tracked
and monitored in PeopleSoft
• Routes to multiple funding
paths simultaneously
• Incorporates “Push Back”
and “Denied” (allowing
originator to make edits)
• Email notifications
• Able to attach scanned
documentation
– Budget Approver
– Commodity Approver
– End User
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
PeopleSoft 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 myUTSA 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
PeopleSoft
• 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 PeopleSoft (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
[email protected]
• 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
[email protected]
• 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 PeopleSoft Forms:
http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm
• Purchasing PeopleSoft Instructional Guides:
http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm
• DTS Website:
http://www.utsa.edu/financialaffairs/dts/