E-REQ user Guide - Finance Division
Contents
1. E REQ APPROVAL CHAIN The PeopleCode program executed an Error statement which has produced this message OK Pending Liedes Carol J Adhoc Approver 18 Insert additional approver or reviewer Choose an approver or reviewer to insert At the pop up screen use the magnifying glass to search for the Ad hoc approvers name Select the name Indicate if the individual should be inserted as an Approver or Reviewer An Approver needs to go into E REQ and approve If someone is designated as a Reviewer it is an FYI E REQ APPROVAL MONITOR ieee wes Reg a is approved Go To Pending Approval List this message This Req is now fully approved and PO Number EP0100063 has been Assigned Wi a p pea r An approver can also approve from the O AA PeopleSoft home screen rather than e REQ linking through an email This may be a gi Create maintain and view Tufts Requisitions better approach for individuals who Create an amp Req Order oo Inquire Clone an e Reg Order have many requisitions to approve Sogee ieee cae From the home page click Approval list e Reg Requester Profile e Reg Manual Application and select which to approve 19 e REQ Profile 2 REQ 5i Create an e Reg Order Tae an e Reg ATE e Reg Requester Profile lt __ e Reg Manual Application Create maintain and view Tufts Requisitions i aX A user s e REQ profile can be modified by clicking on t2. Creative Painting Inc A 34 Bow St Somernille 02143 7 0000000622 Creative Signs Inc Small Business 497 Broadway Somerville 02145 Supplier Information Once a selection has been i Lookup Supplier Or Let Purchasing Choose Supplier C made the Supplier Su z aa yili e pplier Name Creative Office Pavilion Information box is Address 1 One Design Center Place Address 2 suite 734 City Boston MA 02240 popu lated You can review the University s Sustainability Policy by clicking here Details about the Supplier To learn about the Tufts Sustainability can be viewed by hovering Policy click on the red text over the Details button You may choose a supplier which requires an Independent Contractor Questionnaire to be completed If so go to page 14 for assistance Comment Boxes Req Comments Tufts Internal Req Comments comments can be up to 254 characters Purchasing Supplier Instructions Go To Pending Approval List continue Ppl Two comment boxes appear at the bottom of the screen The one on the left is to leave remarks or instructions to other approvers throughout the process The box on the right is specifically for Purchasing or Supplier Instructions These are not required fields Click the yellow Continue button to move to next page Req Line Items Page Req Header Req Line Items Cost Centers Req Attachments Reg Approvals Req Header Info click Triangle to Expand Collapse Req T
3. Relationship with University Yes No 1 Does did this individual currently previously work for the University as an employee Yes No 2 Does the University expect to hire this individual as an employee to provide the same or similar services immediately following the termination of his her independent contractor service Go To Pending Approval List 14 Using the Independent Contractor Questionnaire Reg Header Contractor Questionnaire PO Number Reg Total Amt 0 00 Reg Status New Created By Liedes CarolJ 617 627 5190 Created Date 04 18 13 10 14AM Reg Header Info click Triangle to Expand Collapse Reg Type Regular Date Required Reg Title Category Facilities Service Contracts Start Date Supplier Name 24 7 Telecom Who Will Place Order Purchasing will place order End Date Supplier Details Ship To Details Requested For Liedes Carol J EMPLOYEE V5 INDEPENDENT CONTRACTOR CLASSIFICATION QUESTIONNAIRE Flease hover over the Question Mark icon for additional information regarding the completion of this form Section Relationship with University Yes No 1 Does did this individual currently previously work for the University as an employee Yes No 2 Does the University expect to hire this individual as an employee to provide the same or similar services immediately following the termination of his her independent contractor service Go To Pending Approval List E noti
4. also essential that the e REQ originator attach a copy of the signed subcontract agreement from the Office of Research Administration aJ 2 e REQ Tips to Remember lf BLANKET ORDER or SUBCONTRACT is selected as the e REQ type the fields of Start Date and End Date are required If the e REQ type is SUBCONTRACT and if the total is greater than 25 000 be sure to split the charge the proper accounts due to indirect costs not being charged on the amount that exceeds 25K For example if a subcontract total is 50 000 line 1 should be coded to 5151 for 25k and line 2 should be coded to 5158 for 25k It is also essential that the e REQ originator attach a copy of the signed subcontract agreement from the Office of Research Administration c23 QUESTIONNAIRE NOTE This checklist must be completed prior to engaging Independent Contractor services and executing a contract Section I Relationship with University oYes GNo 1 Does did this individual currently previously work for the University as an employee oYesoNo 2 Does the University expect to hire this individual as an employee to provide the same or similar services immediately following the termination of his her independent contractor service Section II Worker Classification Complete only ONE of the following sections A B or C based on the services to be performed by the Individual A Teacher Lecturer Instructor OoYes ONo 1 Is the individual teaching a co
5. cannot be changed on the Reg identify the PO neededing ox modification This is an informational message only e Req Change Order PO Lookup Identify some sea rch criteria and v Purchase Order Lookup Criteria click Search Then Supplier ID select the Supplier Name begins with v l Requester Name begins with v appropriate PO to aa ae be Changed between Once selected you are returned to the Req Header screen in order for the requisition to be completed 13 Using the Independent Contractor Questionnaire You may choose a supplier which requires an Independent Contractor Questionnaire Required 271000 104 The Supplier you selected has been identified as a Payee that requires the Independent Contractor completion of the Employee vs Independent Contractor Classification 1 Questi ire form Questionnaire be completed a b f b You will be directed through a series of questions instructions which will be erore an E REQ Can e used to determine whether the Payee should be classified as an employee Please answer all questions on this form completed The E REQ system NOTE Ifyou are redirected away from the e Req System because of your IS progra mMm med to prod uce th IS responses the Payee is considered more likely to be an employee and you will be prompted to comminicate directly with HR message when such a supplier is chosen gt o x Why may this message occur As an emp
6. page it will read as shown above Continue with the e REQ making any adjustments to the order then continue the process as on the previous pages Item costs will need to be entered on cloned requisitions Attachments from requisitions being cloned WILL NOT BE INCLUDED on the new requisition Ex a Please note Cloning an e ji a Create maintain and view Tufts Requisitions REQ can be done from Create an e Reg Order a the PeopleSoft home Inquire Clone an e Reg Order D e Reg Pending Approval List page by clicking on the e Reg Requester Profile second e REQ link e Reg Manual Application It is also from this function that one can inquire about the status of any e Req submitted 512 Creating a Change Order Requisition Basic Reg Information Req Type CH Q Change Order Change Order PO Lookup Requested For Liedes Carol J a Req Title Category a Who Will Place Order 7 Date Required E Start Date H End Date E To create a Change to an existing Purchase Order a Change Order requisition is needed Select CH Change Order for the Req Type An informational message will appear Click OK A Change Please select a PO for this Change Order Req 21000 98 Order PO Lookup Please press the Change Order PO Lookup button to select a Purchase button appears see Order for this Req above Click on NOTE The Req Supplier and Shipping Information will default from the PO that button to and
7. ORACLE PEOPLESOFT ENTERPRISE Electronic Requisitioning A User Guide Oracle PeopleSoft Version Finance Division Tufts University Implemented 2013 Table of Contents Signing into PeopleSoft Creating an e REQ Supplier Justification amp Attaching Documents Setting Ad Hoc Approvers Cloning an e REQ Creating a Change Order Independent Contractor Questionnaire Approving an e REQ Setting defaults in a Profile Setting an Approver Proxy Tips to Remember Printable IRS Independent Contractor Questionnaire Page 2 Page 2 Page Page 9 Page 11 Page 13 Page 14 Page 17 Page 20 Page 21 Page 22 Page 24 Sign into Oracle PS with this url http go tufts edu finportal ORACLE PEOPLESOFT ENTERPRISE Tufts Username UTLN CLIEDE01 People Soft is now enabled for Simplified Sign on To learn more about Tufts Simplified Sign on click a Tufts Password here Need access to People Soft Financials E mail Financial Information Systems at peoplesoftfinancials tufts edu Sign into Oracle Peoplesoft with UTLN and Tufts Password then click Sign In Ei At the Peoplesoft screens will be a section for e gupeRec Create maintain and view Tufts Requisitions REQ Specific functions Create an e Reg Order lt appear which can be Inguire Clone an e Reg Order l e Reg Pending Approval List selected This example e Reg Requester Profile will use Create an e REQ e Reg Manual Application This is the de
8. Title Category Q Who Will Place Order v Date Required E Start Date x End Date Supplier Information Shipping Information Lookup Supplier Or Let Purchasing Choose Supplier Location TAB318 Q TAB Room 318 Attention Q Ship Type UPS200 Q UPS upto 200 Ibs Freight Terms DESTPAID DESTINATION PREPAID AND ADD Reg Comments Tufts Internal Req Comments comments can be up to 254 characters Purchasing Supplier Instructions Go To Pending Approval List Should a user wish to prepare a new requisition that is identical or extremely similar to a previous e req completed the Clone Req feature can be used Click on the yellow Clone Reg button Reg Inquiry Lookup Reg Inquiry Clone Selection Criteria Created or Approved By Liedes Carol J Supplier Name Req Title Req Created From Date Complete any of the inquiry fields to find the previous e req to be cloned For example type in the supplier name the PO Number or Req ID from a previous submission Click Search A list will appear Select which to clone by clicking the e REQ NOTE To view the completd transaction click on the Req or PO if present Number hyperlink Req Inquiry Results Customize Find View All GJ Fir Last a peg Create suppner Shipping ea A aa Reg Number Reg Title a tine Req Attachments mee Created By Date R
9. ayee By completing the checklist the answers validate the University s worker classification position and are based solely on the payee facts and circumstances exclusively A Behavioral Control oYesONo 1 Does the University have the right to tell the worker when where and how work is to be performed oYesoNo 2 Are work hours set by the University OoYes ONo 3 Does the University train the worker to perform the service oYesoNo 4 Does the University have responsibility for hiring firing supervising or paying assistants of the worker oYesoNo 5 Does the University provide tools and materials necessary to perform the service B Financial Control oYesoNo 1 Is compensation made on a regularly recurring basis e g weekly monthly or on retainer oYesoNo 2 Does the worker have a significant investment in facilities or materials other than computer equipment and education oYes ONo 3 Does the worker have a direct interest in or share of any profit or loss of the work accomplished oYesoNo 4 Are the worker s services available to the general public OYesONo 5 Does the worker perform similar services for more than one firm at atime 25
10. en Michael A President s Office Dept Local Rules Level 4 Barone Peter A Disbursements Barry Karin M Accounts Payable Dept Local Rules Level 5 Blondin Thomas J Dental Finance amp Admin Boyajian Peter Engineering This screen is for those departments whose practice is to include Ad hoc Approvers The Approval Level field is for sequencing Therefore if a particular individual needs to approve first they are Level 1 then if another was needed after the first insert a line for a Level 2 individual If set up in a users profile the Ad hoc approver s will automatically appear on the approval screen Look up an Approver s name by clicking the magnifying glass Type in some search criteria click Look Up and select the individual If your department does not traditionally use the Ad hoc Approver feature you can simply skip this step Remember that the school Fiscal Officer receives EREQs for approval once the order exceeds 5 000 as well as Sponsored Programs Accounting for orders against a grant 3 Req Approvals Req Header Req Line ltems Cost Centers Req Attachments Req Approvals Req Header Info click Triangle to Expand Collapse Reg Type Regular Requested For Req Title Liedes Carol J Date Required Category Furniture Supplier Name Creative Office Pavilion Start Date Who Will Place Order Purchasing will place order End Date Supplier Details Ship To Details Req Comments Adhoc Approvers Tufts In
11. eq Amount Reg Status Supplier Name eats 1 amp RQ00001126 A O E Can Attachment h t Liedes Carol 01 11 2013 6 000 00 biased Creative Office Pavilion C e 2 N RQ00001124 Ej No Attachments x Daddario Barbara 01 07 2013 75 00 Perana Beach Cops n s ERS EEA j 3 Sy RQ00001123 A i E No Attachments Hy Daddario Barbara 01 07 2013 175 00 oe Red Gate Software Ltd B we Ge s 4 ky RQ00001122 S E No Attachments ae Daddario Barbara 01 07 2013 275 00 ae Red Gate Software Ltd 6 5 KJ RQ00001121 E This space is optional E 1 Attachment el Liedes Carol 01 04 2013 5 000 00 Pending comforty Media Concepts B amp me 6 kg RQ00001120 So i Ej No Attachments Hr Liedes Carol 12 28 2012 24 000 00 Pca Dickinson College B K 65 al Pending es 7 Sy RQ00001119 Ez test No Attachments past Liedes Carol 12 28 2012 6 500 00 i Kirkwood Printing A lt KI 2E Fina GU 12 A New e REQ using the Clone Feature continued Once selected the old e REQ will appear for you to review and confirm that this is the correct one to be cloned If it is click Clone this Req Req Number RQO00001126 PO Number Req Total Amt 6 000 00 Reg History Clone this Req Req Status Pending Approvals Created By Liedes CarolJ 617 627 5190 Created Date 01 11 13 11 10AM Go To Pending Approval List titbbtttttst tt ttt tt ttt st CLONING REG ROOD 4 4176 tthtitbbtht ttt htt tt et The new e REQ will appear beginning with the first page At the bottom of the
12. ess _carol liedes tufts edu Go To Pendin roval List Continue D i PS Req Approvals Req Header Req Line ltems Cost Centers Req Attachments Req Approvals Req Number NEXT PO Number Req Total Amt 6 000 00 Clone Req Req Status New Created By Liedes CarolJ 617 627 5190 Created Date 01 11 13 10 18AM x Req Header Info click Triangle to Expand Collapse Req Type Regular Requested For Liedes Carol J Date Required Reg Title Category Furniture Start Date Supplier Name Creative Office Pavilion Who Will Place Order Purchasing will place order End Date Supplier Details Ship To Details Req Comments Adhoc Approvers Tufts Internal Req Comments comments can be up to 254 characters Purchasing Supplier Instructions i please call before ordering 2 Adhoc Approver Details Customize Find J HE First 4 of 4 0 Last Approval Level Approver Department p Save as Draft amp Preview Approvals Save amp Submit for Approval Look Up Approver Req Approver Name begins with v Dept Description begins with Y Adhoc Approver Details Approval Level Look Up Clear Cancel Basic Lookup Search Results First QB 1 840f84 Last Dept Description Reg Approver Name Dept Local Rules Level 1 Alexander Susanne M Sponsored Accounting Dept Local Rules Level 2 Altomari Virginia Sponsored Programs Ambrosia Patrice L Medical Administration Dept Local Rules Level 3 Baen
13. fault screen The following pages will show how to create a new e REQ Req Header Req Number NEXT PO Number Req Total Amt 0 00 Clone Req Req Status New Created By Liedes CarolJ 617 627 5190 Created Date 01 11 13 9 12AM Basic Req Information Req Type Q Requested For Liedes Carol J Q Req Title Category Q Who Will Place Order 2 v Date Required E Start Date E End Date E AN Supplier Information Shipping Information Lookup Supplier or Let Purchasing Choose Supplier Location TAB318 Q TAB Room 318 Attention Q Ship Type UPS200 Q UPS upto 200 Ibs Freight Terms DESTPAID Q DESTINATION PREPAID AND ADD Req Comments Tufts Internal Req Comments cONg pemg can be up to 254 characters Purchasing Supplier Instructions PN Hovering over jJ y provide help information about field to be completed Go To Pending Approval List Select the Reg Type using magnifying glass A default req type canbe setin the user profile Look Up Req Type Requisition Type begins with O00000 Description begins with Search Results First 4 14 of 4 D Last View 100 Requisition Type Description Blanket Order Change Order Regular TEMP Temporary Help cubContract TMC Tufts Medical Center All starred fields are required Others are optional Req Header Req Number NEXT PO Number Req Total Amt 0 00 i CloneRe
14. for assistance 15 Using the Independent Contractor Questionnaire In addition a set of questions called the IRS control test may appear Answer all questions to confirm that this supplier is an Independent Contractor When finished click Continue Section Ill IRS Control Tests Note The following questions are required to be answered to provide additional support and documentation for this payee By completing the checklist the answers validate the University s worker classification position and are based solely on the payee facts and circumstances exclusively vy A Behavioral Control 1 Does the University have the right to tell the worker when where and how work is to be performed 2 Are work hours set by the University 3 Does the University train the worker to perform the service 4 Does the University have responsibility for hiring firing supervising or paying assistants of the worker 5 Does the University provide tools and materials necessary to perform the service 5 1 Is compensation made on a regularly recurring basis e g weekly monthly or on retainer 2 Does the worker have a significant investment in facilities or materials other than computer equipment and education 3 Does the worker have a direct interest in or share of any profit or loss of the work accomplished 4 Are the worker s services available to the general public 5 Does the worker perform similar services for more than one fir
15. he e REQ Requester Profile link Doing so takes the user to the following page Requester Setup uester Setup Tufts Requester Data Financial Services let TiG2T 5 150 Employee ID 1005555 Oriai UserType Row Level Access Department MED Phone Requisition Defaults Customize Find vE Status Active UTLN CLIEDED Fax e17 627 3873 u Al Od Be At this page an e REQ user can set their own defaults that they wish to see when logging into the e REQ system The Reg Type Cost Center and Ad Hoc Approvers can be pre set as well as who should receive copies of the Purchase Order when it is created After setting fields remember to click SAVE from the requisition 20 Setting an Approver Proxy Menu i enu F Search Tufts Quick Links E Tufts Menus gt Set Up Financials Supply Chain Reporting Tools L PeopleTools My Personalizations My System Profle lt My Dictionary Should the occasion arise when an approver will be unavailable due to vacation leave etc the approver can proxy another to approve on their behalf The process is an online one that begins at the PeopleSoft screen upon logging in Click on My System Profile Alternate User If you will be temporarily unavailable you can select an alternate user to receive your routings Alternate User ID a At the next screen in the Alternative ese
16. loyer Tufts University is designated as an IRS Withholding Agent and is responsible for properly classifying workers and withholding any all required taxes an IRS requirement Failure on our part to properly classify individuals could subject the university to significant IRS penalties fines and or interest As such in order to process a complete E REQ requesters are required to answer a few questions regarding the nature of the proposed services In certain cases your responses will not allow you to continue in the E REQ process as your answers indicate the individual must be paid as an employee rather than an independent contractor In such cases you will be instructed to contact Human Resources for assistance in processing the necessary paperwork Reg Header Contractor Questionnaire Req Number NEXT PO Number Req Total Amt 0 00 Clone Req Req Status New Created By Liedes CarolJ 617 627 5190 Created Date 07 18 13 10 14AM Reg Header Info click Triangle to Expand Collapse Req Type Regular Requested For Liedes Carol J Date Required Reg Title Category Facilities Service Contracts Start Date Supplier Name 24 7 Telecom Who Will Place Order Purchasing will place order End Date Supplier Details Ship To Details _J Req Comments EMPLOYEE YS INDEPENDENT CONTRACTOR CLASSIFICATION QUESTIONNAIRE Please hover over the Question Mark icon for additional information regarding the completion of this form Section
17. m at a time Go To Pending Approval List If as the preparer of the requisition you don t know the answer to these types of questions it is recommended that you print page 24 of this manual have it completed by the appropriate individual most familiar with the activity and then resume the E REQ process 16 To Approve an e REQ The approver of an e REQ will receive an email notification that an order is awaiting their review and approval The email will appear as Reminder Requisition RQ00001123 requires your Approval ereg elist tutts edu Wed 1 9 2013 6 31 PM Daddario Barbara Liedes Carol J Requisition RQ00001123 is awaiting your approval NOTE the Requisition Creator is included in this email for informational purposes To approve or view the Requisition click ne re Requester Daddario Barbara Requisition Number RQ00001123 Supplier Name Red Gate Software Ltd Requisition Title Order Total 175 00 USD Purchasing Supplier Comments The approver should click on the link within the body of the email It will take them directly to the order once the sign in process is complete specifically to the Approval page with the routing and approval functions at the bottom E REQ APPROVAL MONITOR v Approval Monitor Status for REQ RQ00001123 Pending E REQ APPROVAL CHAIN Pending He edes Carol J Adhoc Approver Approver Reviewer Comments Approve Req Deny Req Req Report Go To Pending A
18. ppears on the screen The user can attach a document or complete the online version on the screen Indicate which option Complete Online SJF Form Supplier Justification Form SJF information must be completed for all purchases of 10 000 or greater O Include SJF Attachment Please hover over the Question Mark icons for additional instructions regarding the completion of this form Req File Attachments Find First 4 1 of 1 D Last Upload Attachment Document Description Go To Pending Approval List Click Upload Attachment to find your file If the order does not include require one if less than S10k then simply bypass this screen by clicking Continue After clicking Upload browse for your attachment select it then click Upload File Attachment C Use Upload Req File Attachments Find EL EFI Last Document Description This is the SJF for the conference room chairs Attached File Name supplierjustificationform pdf Entered By Liedes Carol J Entered Date 01 11 13 10 50AM Go To Pending Approval List Screen will now appear with file name If an attachment is added a document description Click Continue unless another document needs to be uploaded If so click on the to add another line If not attaching a separate SJF document complete the online version ad SECTION A LOWEST COMPETITIVE BID j Record all oral or written quotations below for audit purposes and please a
19. pproval List 7 To Approve an e REQ The approver can click through the tabs at the top of the page to read details about the order Req Header Req Line Items Cost Centers Req Attachments Req Approvals Req Number RQ00001123 PO Number Reg Total Amt 175 00 Reg History Clone this Req Req Status Pending Approvals Created By Daddario Barbara 617 627 1235 Created Date 01 07 13 11 04AM Req Header Info click Triangle to Expand Collapse Req Type Regular Requested For Daddario Barbara Date Required Req Title Category Audio Visual Start Date Supplier Name Red Gate Software Ltd Who Will Place Order Dept will place order End Date Supplier Details Ship To Details vy Req Comments Tufts Internal Req Comments comments can be up to 254 characters Purchasing Supplier Instructions Bf The approver can click Approve Req or Deny Req button on any of the pages However to view the Approval chain the user must be on the Req Approvals page If the user clicks Deny the approver must put a reason in the comment box which is located on the Req Approvals page only If they do not this error message will appear as a reminder ERROR A Comment must be entered into the Approval Chain when Denying a Req Message If an approver needs to add another approver they can do so on the Req Approvals screen Click the J E REQ APPROVAL MONITOR Approval Monitor Statug for REQ RQ00001124 Pending
20. q i Req Status New Created By Liedes CarolJ 617 627 5190 Created Date 01 11 13 9 12AM Basic Req Information Q Requested For Liedes Carol J Req Title Category Q Who Will Place Order v Date Required E Start Date E End Date Supplier Information Shipping Information Look Or Let Purchasing Choose Supplier C Location TAB318 Q TAB Room 318 Attention Q Ship Type UPS200 Q UPS up to 200 Ibs Freight Terms DESTPAID Q DESTINATION PREPAID AN ADD Req Comments Tufts Internal Req Comments comments can be up to 254 characters Purchasing Supplier Instructions Go To Pendin roval List Select Category using the magnifying glass First E 1 20 of 20 oD Last Audio Visual CATER Food Catering Dining COMIS Computer HWISW Senice Suppon DENMS Dental EVENT Events Hotels Perormances FACEQ Facilities Equipment Supplies and Contractors FACGR Facilities Grounds FACSC Facilities Service Contracts FUMSC Furniture LABSU Scientific Lab Animals LEGAL Legal Professional Services LIBRA Library Library Subscriptions MISC Other PRCOP Print Publications Print Design PROSV Professional Services Non IT RENT RentlLeases SUBCO Grants SubContracts Cancel Basic Lookup Vet NOTE If from Cummings School always select VET as the category Selec
21. rations Finance 5426 Q Other Minor Equip Q 0 0000 0 00 Insert the other funding source then indicate the split percentage OR amount The system will complete the calculation If you have a second line item from the same supplier click the atthe top of the Line Items section Req Line Items Find First Mal 4 2 of 2 MA Last CS Line ltem Item Description 8 Herman Miller Chairs Style 45687 1 quantity 8 0000 UnitofMeasure EA Q Each Price Per Unit 750 00 Line Amount 6 000 00 Cost Center Distributions Customize Find 2 First Bl 4 of 1 M Last account Account Description Cost Center Cost Center Description sn Distrib Amount Approval Routing Area 5426 A Other Minor Equip ic222 C222100 Q Financial Services 1 a000 000 00 Fiscal Operations Finance 2 Quantity 0 0000 Unit of Measure EA amp Each Price Per Unit 0 00 Line Amount 0 00 Cost Center Distributions Customize Find First M4 ofa BM cast account Account Description Cost Center Cost Center Description eren Distrib Amount Approval Routing Area 5426 Q Other Minor Equip c222 C2222100 Q Financial Services 1 0000 0 00 Fiscal Operations Finance TF Then line 2 and subsequent lines if needed can be completed When finished click Continue Supplier Justification and Attaching Documents If the order is equal to or exceeds 10 000 a Supplier Justification Form a
22. t Secular PL TE JB cxample 1213112000 identify who should Sit tae H example 12 31 2000 be your proxy use magnifying glass to search and then indicate the from Click Save and to dates of that at the E save action bottom of the page when finished ie e REQ Tips to Remember To access E REQ off campus you must use the Tufts VPN For instructions visit http go tufts edu finportal To modify an e REQ security profile contact Susan Gibson with the specific add delete of deptid grant or project Most current browsers can be used when using e REQ in PeopleSoft Pop up windows must be enabled for this site E REQs will be automatically routed to Fiscal Officers and other university required approvers when the requisition equals or exceeds 5 000 Need to print an e REQ Click on Reg Report on the Approvals tab CHANGE ORDERS If the e REQ type is Change Order the system will prompt you to look up and select the original PO see change order section of this document lf BLANKET ORDER or SUBCONTRACT is selected as the e REQ type the fields of Start Date and End Date are required If the e REQ type is SUBCONTRACT and if the total is greater than 25 000 be sure to split the charge the proper accounts due to indirect costs not being charged on the amount that exceeds 25K For example if a subcontract total is 50 000 line 1 should be coded to 5151 for 25k and line 2 should be coded to 5158 for 25k It is
23. t who will place the order with the supplier Purchasing will place order OrLet Purchasing Choose 51 Req Header Header Reg Number NEXT PO Number Clone Reg Req Status New Create Basic Reg Information Supplier Information Check the box to have Purchasing f select or click Lookup Supplier After clicking the Lookup Supplier button type in search criteria amp click Suppliers will display see below Make a selection by clicking on the Supplier ID box e Req Supplier Lookup Supplier Lookup Criteria Note only displays 50 per Supplier Name begins with f 1 page Scroll to other pages by using arrows or selecting View All Address contains Supplier ID contains SUPPLIER LOOKUP SUCCESSFUL 7 ROWS RETURNED PRESS SUPPLIER ID BUTTON TO SELECT DESIRED SUPPLIER Supplier Lookup Results Customize Fin View anj 1 E First Ei 4 7 of 7 D Last Supplier ID Supplier Name LOD Classification Deft Address Line 4 Address Lim _ EE Information Address 1 0000043074 Creative Concepts Ke ee 17 Jenison Street Newton MA 02460 2 0000100183 Creative Contracting Corp Small Business 34 Bow St Somerville MA 02143 East Providence ara 3 0000068481 Creative Office Environments Small Business 41 Commercial Way on 4 Cream N One Design Center Place Suite 734 Boston 02210 5 0000000621 Creative Office Pavilion PO Box 845577 Boston 02284 5577 6 0000054053
24. ternal Req Comments comments can be up to 254 characters Purchasing Supplier Instructions i please call before ordering 2 Ge GTE wt Customize Find Rap ss First KI 1 of 4 pD Last Approval Level Approver Department o o Save as Draft amp Preview Approvals Save amp Submit for Approval Click Save as Draft amp Preview Approvals This will provide the user with the opportunity to do a final assessment before submitting E REQ APPROVAL MONITOR gt Approval Monitor Status for REQ RQ00001126 Initiated E REQ APPROVAL CHAIN Not Routed Not Routed Alexander Susanne M Luongo Anthony J gt Rooney Michelle L Adhoc Approver University Approver Buyer Approval Not Routed Save as Draft amp Preview Approvals Save amp Submit for Approval Cancel this Req Req Report lt Go To Pendin roval List The Approval Monitor was successfully built in Preview mode If correct click Save amp Submit for Approval The red text message will change to read The Req was successfully submitted into the Approval Chain To print a Req click on the Req Report button 10 Creating a New e REQ using the Clone Feature ReqHeader Header Req Number NEXT PO Number Req Total Amt 0 00 Clone Req Req Status New Created By Liedes CarolJ 617 627 5190 Created Date 01 11 13 9 12AM Basic Req Information Req Type Requested For Liedes Carol J Req
25. ttach a copy of all bids quotations before submitting your requisition for approvals Supplier A Total Price Supplier B Total Price Supplier C Total Price SECTION B NONCOMPETITIVE PURCHASE JUSTIFICATION Required if lowest bidder was not chosen 2 O SELECTED SOURCE Y SECTION C COST PRICE ANALYSIS REQUIRED UPON SUBMISSION Select all applicable statements which indicate that the bid price was fair and reasonable Quoted prices incorporate discounts not available to the general public and reflect substantial savings e g Tufts University pricing specific negotiated pricing or strategic supplier partnership agreements Quoted prices compare favorably to previous prices paid for the same or similar items Quoted prices compare favorably to university interdepartmental estimates for similar items e g UIT Operations etc Quoted prices were reviewed as part of Tufts overall proposal by the federal sponsoring agency and were found to acceptable The supplier has stated that the quoted prices are no greater than those charged to the supplier s most favored customer The price was obtained from a current catalogue or standard printed price list A A A A A A A Other please describe v DEPARTMENTAL AUTHORIZATION Enter the name of the department representative who initiated the purchase Liedes Carol J Q Date 01 17 2013 Phone Number 617 627 5190 Email Addr
26. ty Complete the questionnaire If you make a selection that warrants the supplier to be hired as an employee versus an independent contractor this message will appear Independent Contractor Questionnaire Stop Message Because of your responses from the previous questions this Payee is considered to be classified as an employee and will be required to contact the HR Service Center To go to the HR Service Center website pease click here NOTE When you click the OK button you will be redirected away from the e Req System If the STOP message does not appear based on your responses more questions will appear Complete the questionnaire As an example v Section ll Worker Classification Complete only ONE of the following sections A B or C based on the services to be performed by the Individual C A Teacher Lecturer instructor C B Researcher C C Individuals Not Covered Under Sections A or B B Researcher O Yes No 1 Will the individual perform research under the supervision of a University professor or employee Yes O No 2 Will the individual serve in an advisory or consulting capacity for a University professor or employee For future reference if you are unsure of the proper relationship the questionnaire is available on page 24 of this document and can be completed separately via a paper copy and submitted for review prior to entering the E REQ system Contact Peter Barone tufts edu
27. urse for which the students can receive credit toward a University degree oYesoNo 2 Does the University have any control over course materials that are used by the individual OYesONo 3 Has the individual provided the same or similar services as an ongoing business to other unrelated entities in the last 12 months oYesONo 4 Is the individual an invited guest lecturer lectures in a seminar colloquium class etc oYesoNo _ 5 Has the individual been at the University in this capacity fewer than four times in the past 12 months B Researcher oYesoNo 1 Will the individual perform research under the supervision of a University professor or employee oYes ONo 2 Will the individual serve in an advisory or consulting Capacity for a University professor or employee 24 C Individuals Not Covered Under Sections A or B oYes ONo 1 Has the individual provided the same or similar services to other unrelated entities or to the general public as a trade or business during the last 12 months oYesoNo 2 Will the department provide the individual with specific instructions regarding performance of the required work rather than rely on the individual s expertise oYes ONo 3 Will this individual be free to perform their hired tasks and have the ability to make decisions on his her own Section Ill IRS Control Tests Note The following questions are required to be answered to provide additional support and documentation for this p
28. ype Regular Req Title Supplier Name Creative Office Pavilion Supplier Details Requested For Liedes Carol J Date Required Category Furniture Start Date Who Will Place Order Purchasing will place order End Date Ship To Details Expand All Cost Center Data Collapse All Cost Center Data 2 Reg Line Items Line Item Item Description 8 Herman Miller Chairs Style 45B87 4 Quantity 8 0000 Unitof Measure EA Q Each Price Per Unit 750 00 Line Amount 6 000 00 Cost Centers Cost Center Distributions Customize Find E zi First Ml 4 of 1 MM Last account Account Description Cost Center Cost Center Description a Distrib Amount Approval Routing Area 5426 Q Other Minor Equip C222100 Q Financial Services 100 0000 6 000 00 Fiscal Operations Finance Go To Pendin roval List Complete the line item information for your first item This includes description quantity price per unit account and cost center Complete the cost center distributions including account and cost center If you wish to SPLIT the charge of a line item click the on that particular line show above circle in red Cost Center Distributions e Customize Find Hist First Ri 1 2 of 2 n Last Account Account Description Cost Center Cost Center Description oe Distrib Amount Approval Routing Area 5426 Q Other Minor Equip C2221 00 Q Financial Services 100 0000 6 000 00 Fiscal Ope
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