CSUBUY is a role-based system, meaning what you're able to do in the system depends on your role assignment(s).
Most active requesters from FTS were granted the Requester role in CSUBUY. This access allows creation and management of shopping carts and requisitions. Hand in hand with requisitions are receipts [proof of good and services being delivered for authorization of payment], so Receiving is also a common role assigned to Requesters.
DOA Approvers [such as MPPs and department chairs] who approved requisitions in FTS have been granted the Approver role. There is a Delegation of Authority [DOA] structure for CSUBUY based on the CSU's standard. Within the structure are five levels of increasing fiscal responsibility. The lowest is Level 5, and the highest is Level 1. Because DOA assignments are department-specific, there's a DOA Dashboard as well as a process for departments to keep their DOA responsibilities up to date.
Certain types of purchases require oversight and approval from the appropriate compliance function on campus. For example, IT hardware and IT software require IT approval. Independent Contractors require UP approval. The role of Compliance Approver is assigned to staff who specialize in those functions. Not all purchase will need compliance approval.
Procurement plays the key role between the campus department [Requesters and Approvers] and the Supplier. The buyer will issue the Purchase Order [PO] which is sent to the supplier for fulfillment. A contract specialist handles any contract or agreement.
Once the supplier has fulfilled an order, Departments approve their invoices and/or provide receipting. Then Payment Services [Accounts Payable in CSUBUY] will handle the voucher authorization for payment. They reconcile invoices and receipts to ensure the purchasing loop can be closed.Â