FW: New Supplier Request Form for Guest Reimbursements and i-Buy NYU Day 2 Enhancements
Post date: Jun 7, 2017 4:01:31 PM
Dear Departments All,
Please note that I am re-forwarding the below email from NYU Purchasing to make sure all Departments received it.
Starting this Monday, June 12th, there will be a new process that should help pay guest reimbursements more efficiently. Please note that this is for guest reimbursements only and does not require the guest to onboard themselves as a supplier.
Honoraria or any other type of payment that is not a reimbursement must still be processed as a one-time payment to individuals. Please see our prior email announcement for step-by-step instructions for payments to individuals. Please note that Purchasing will reject requests that attempt to pay honoraria using the guest reimbursement form.
Additionally, there are new approval routing rules for purchases made on grants (fund 24 or 25) in i-Buy. In summary, these new routing rules act to remove Professors (PIs) from the voucher side of i-Buy, but keep PIs involved on the Purchase Order side. If you make purchases on grants, please review the details below. If you have any questions, please reach out to your Departmental fiscal analyst.
Thanks,
Joe
From: i-Buy NYU Team [mailto:do-not-reply@nyu.edu]
Sent: Tuesday, June 06, 2017 4:45 PM
Subject: New Supplier Request Form for Guest Reimbursements and i-Buy NYU Day 2 Enhancements
The i-Buy NYU Team is pleased to announce new updates to i-Buy NYU.
Supplier Request Form for Guest Reimbursements
The new Supplier Request Form for Guest Reimbursements will be available in i-Buy NYU on Monday June 12th. The Supplier Request Form for Guest Reimbursements should be used only when NYU has agreed to reimburse an individual for costs (transportation, hotel and meal expenses) they incur when traveling to / from the University.
To access the Supplier Request Form for Guest Reimbursements in i-Buy NYU:
o From the main menu, hover over the Suppliers icon, click on Requests, then the Submit Supplier Requests link
o Within the drop-down menu, click on Guest Reimbursement Request
When using the Supplier Request Form for Guest Reimbursements, i-Buy NYU users will be responsible for obtaining and entering the following required Payee information:
o Payee name
o Payee address
o Payee phone and email
o Wire transfer information (Payees with addresses outside the United States only.)
Payees with an address in the United States will be paid via check which will be mailed to the address provided. ACH is not available for guest reimbursements. Payees with an address outside the United States will be paid via wire transfer.
The payee will not be sent an invitation to register. The Supplier Onboarding team will manually create the payee as a supplier in i-Buy NYU for a single-time use. Once the payee is successfully registered as a supplier in i-Buy NYU, the NYU requestor will receive an email notification and can then submit a request for payment using the existing Guest Travel/Reimbursable Expenses Form. Once payment is made, the supplier will be deactivated in i-Buy NYU.
Step-by-step instructions for completing the Supplier Request Form for Guest Reimbursements can be accessed here.
Day 2 Enhancements – Grant and DOA - Go-live Monday June 12th
The i-Buy NYU Team has partnered with the software provider, Jaggaer, to implement system updates for Grant Approvals and DOA Approvals. These updates were previously presented at the March FO Operational Meeting and i-Buy NYU Super User meetings.
Grant Approvals updates:
Reminder: Approvals for transactions impacting Funds 24 / 25 use the Departmental Administrator (DA) / Principal Investigator (PI) data entered by SPA in FAME. There can only be one DA and one PI used for approvals per project. Approval workflow updates for grant-related transactions include:
o i-Buy NYU will auto-approve requisitions submitted by a DA that are < $5k.
o Requisitions submitted by a DA that are >$5k will continue to route to PI for approval.
o If PI is traveling, DA can submit a comment on the purchase requisition to Procurement that includes PI email of approval as an attachment.
o i-Buy NYU will auto-approve requisitions submitted by a PI that are <$10k.
o These will route to DA for approval but will not route to PI for approval.
o i-Buy NYU will route requisitions submitted by a PI that are >$10k to FO for approval.
o i-Buy NYU will route requisitions where a DA or PI is missing in FAME to the Fiscal Officer for approval.
With the exception of Sub-Awards, invoice approval activity will be performed by DA only. PI’s will only approve Sub-Award related invoices.
DOA Approvals updates:
Reminder: Approvals for transactions impacting non-research funds (not 24/25) follow the Delegation of Authority (DOA) established for each school and unit. Approval workflow updates for DOA-related transactions include:
o i-Buy NYU approval workflow will “review” the approvers associated with a purchase requisition / payment request form to determine if the requestor = approver at any level of DOA.
o If i-Buy NYU identifies situations where requestor = approver and they are the sole approver at that level, it will escalate that particular approval to the next level up in DOA.
o For example, if Requestor = Sole Level 5 approver, i-Buy NYU will escalate approval to Level 4 approver in DOA.
o i-Buy NYU will review the approval workflow to identify any instances where a required approver at any level is blank.
o If i-Buy NYU identifies situations where a required approver is blank, it will escalate that approval to the next level in accordance with the DOA.
o If Requestor = Level 2 approver, escalation will be to FO.
For questions about these enhancements please contact Financelink at askfinancelink@nyu.edu or 212-998-1111.