BOSS (Business Operations Smartsheet System) Administration

The BOSS system is used for the following purposes:

Communicate expense request
Electronically record expense approval by budget approver per unit delegation
Record and share information about transaction (index, amount, vendor, detail, purchase, and payment)
Document 3-way match (item ordered, item received, payment)
Document Segregation of Duties
PCard and Duck Depot Reconciliation
Contract Administration
Document Retention (according to UO Records Retention Policy)

How to Access Smartsheet

Access the BOSS Smartsheets HERE
Follow these steps if you are prompted to sign in
1. Select the Sign in with Microsoft option
2. Enter your UO email
3. Enter your Duck ID password
4. Authenticate the login with Duo
5. Select Yes to stay signed in to reduce the number of times you are prompted to sign in to access the BOSS form

Request Types

See request types and how to process them here

Purchase Goods

Goods under $5,000 can be purchased by Unit PCard users, Duck Depot, L1CA, or FASS can assist. No PO required.
Goods over $5,000 but under $25,000: PO can be issued by FASS
Goods over $25,000: FASS will submit the matter to PCS

Conference Registration (with or without travel)

Unit PCard user or FASS can enter payment using Unit PCard
If travel is needed, the FASS travel coordinator will contact separately

Membership, Professional Development

Unit PCard user or FASS can enter payment using Unit PCard

Event-Related (Catering, Rooms)

UO Catering policy should be followed. FASS can assist if requested.

Professional Services (i.e. Consulting)

Existing Contracts: Submit invoices to FASS for payment/tracking
No existing contract: Use request type, “New Contract/Amendment to Existing.” FASS can process Personal Service Contracts for services under $25K (over a 5 year period). Over $25K will be submitted to PCS.

Travel

FASS travel coordinator will contact to assist

New Contract/Amendment to Existing Contract

FASS contract coordinator will contact to assist

JV Request (Pay or Charge UO Dept)

FASS will process, Accounting can assist if there are questions

Purchase Gas

Located in FASS Smartsheet

Voyager Card Receipt

Located in UOPD Smartsheet
UOPD Voyager receipts will be submitted and reconciled with monthly Voyager statement

USS-IT

Internal OICRC tracking

UO Printing

Internal OICRC tracking

Subscription

Located in President's Portfolio Smartsheet

BOSS Request Workflow

Workflow Roles

See workflow roles and their corresponding duties here

Unit Budget Authority

Delegate and Document Budget Approver authority, as appropriate for unit

Unit Coordinator

PCard Users and L1CA for purchases made by Unit
Coordinates with FASS on Smartsheet issues
Unit Coordinators:
- FASS: Maryam Hubbard
- UOPD: Melody Keene or Rachel Dale
- Vivian Olum: Jenna Montes
- Transportation Services: Paula Ellison
- University HR: Michelle Cottrell
- OICRC: Vivian Wright
- President's Portfolio: Deanna Heying
- Internal Audit: Leah Ladley

Unit Budget Approvers

Documented delegation by unit Budget Authority.
Approves unit expense requests

FASS Accountant

Reviews expense is allowable per business expense policy
Reviews fund type is allowable for expense
Enters JVs into Banner
PCard user (if requested for unit-identified purchases)
PCard card custodian
Coordinates with FASS buyers if sourcing is requested or needed for purchase
Coordinates with contract coordinator or purchasing manager regarding spend against contracts
Approves Duck Depot carts if submitted to FASS – ensures correct accounting information is entered
Assists A/P support with questions about transactions
Coordinates with Financial Manager on expenses questions for budgeting/forecasting
Lead Accountant for non-CPFM departments: Drew Anderson

FASS Buyer

Accountant will coordinate with Buyer if FASS assistance is requested for purchasing and sourcing is required.

FASS Contract Support

Reviews requests for new contracts or amendments
Determines action needed and routes to FASS Purchasing Manager

FASS A/P Support

Reviews associated documentation to confirm 3-way match
Enters transaction into Banner
PCard Reconciliation
Duck Depot Reconciliation
Lead A/P support for non-CPFM units: Tina Bedinger

Delegated Budget Authority (Jon and Lisa)

Approves invoice payments in Banner
Approves JVs in Banner
Approves PCard and Duck Depot Reconciliations

FASS Smartsheet Fields

The BOSS Unit Coordinator can enter information directly into Smartsheet. If entered into form, fields from form will carry over to the smartsheet spreadsheet.

See Smartsheet field names, automations, and user actions below.

Field Name	Field Type	Automations	User Action
Row ID	Auto-Number	Auto fills when any fields are filled in	None
Rows Added		Sends email to Unit Coordinator notifying them of request submitted. Send notice with same to Teams channel.	Unit Coordinator log in to review and disposition request once approval received.
Requester	Drop Down Contact List (unrestricted)	When requester not Unit Coordinator, email alert sent to Unit Coordinator	Choose from drop down or Enter Email Address
Request Date	Auto-Fill	Auto fills date	None
Request Type	Drop Down (Restricted)	If “New Contract/Amendment,” email sent to fass@uoregon If “Travel,” email sent to fass@uoregon	Choose from drop down
Total Amount	Text/Number	No	Enter amount if known, estimated if not known. Approver will approve based on this amount
Index	Drop Down (Unrestricted)	No	Choose index from down down, or if not listed, type in
Vendor	Drop Down (Unrestricted)	No	Type in or choose from drop down
Detail of Expense	Text/Number	No	Type in details of expense
Will Travel be Required?	Drop Down (Restricted)	“Yes” - Email sent to Megan	Select “Yes” if travel request. Otherwise, can leave blank
Budget Approval	Drop Down (Restricted)	Budget Approver is sent update form when “Requested” selected	Will auto fill to “requested” when budget approver is selected. If do want approval request sent to approver, change to “approved” before entering approver
Budget Approver	Drop Down (Unrestricted)	When Budget Approver entered, cell changes to “Requested” unless other status selected in smartsheet	Choose from drop down. If not listed in drop down, enter email
Payment Against Contract or PO	Check Box	Row is copied to contracts smartsheet when checked	Select if payment is being made against existing contract
Purchaser	Drop Down (Unrestricted)	Emails purchaser to notify them of assignment	Unit Coordinator assign Purchaser
Purchase Method	Drop Down (Restricted)	If “PCard,” row is copied to PCard smartsheet when Order Placed field completed and attachment added If Duck Depot, Row copied to DD when Order Placed field completed and attachment added If “FASS Assistance” email to fass@uoregon.edu	If Unit purchasing, select method. If requesting FASS assistance, choose “FASS Assistance”
Purchase Date	Date	No	Enter date purchase made. Leave blank if FASS is assisting with purchase.
Est. Delivery Date	Date	No	Enter estimated delivery date.
Deliver To	Drop Down	If “Warehouse” – sends update form to Receiving	N/A for intangible item Warehouse if item will be delivered to warehouse 1715 if item will be delivered to 1715
Order Placed	Drop Down (Restricted)	If “order placed – notify requester” selected, email notice to requester	Select once order has been placed. “Order Placed – Notify Requestor” will send an email notification to requestor. “Order Placed” does not.
FASS Assignment	Drop Down (Restricted)	· FASS Invoice – email sent to fsacctspayable@uoregon and BOSS Teams Channel · FASS JV – email sent to fass@uoregon.edu and BOSS Teams Channel · FASS Contract – email to fass@uoregon.edu · FASS Purchasing Assistance – email sent to fass@uoregon and BOSS Teams Channel	· JV requests, select “FASS JV” · Invoices received for existing expense row – attach invoice to row and select “FASS Invoice Payment” · For assistance with purchasing, select “FASS Purchasing Assistance”
Notes	Text/Number	No	Enter as needed
Rec’d Date	Date	No	Once item received, enter received date. Entering a date means receiver has confirmed match with item received and ordered
Received Status	Drop Down (Restricted)	If “Received Warehouse” or “Received 1715” update form sent to requester	Requester update form to indicate “Customer Received”
JV Banner Doc #	Text/Number	No	FASS agent will enter when input into Banner
JV Credit Index	Text/Number	No	Index receiving funds
JV Credit Amount	Text/Number	No	Credit amount
JV Debit Index	Text/Number	No	Index paying for expense
JV Debit Amount	Text/Number	No	Debit amount
FASS Agent	Drop Down (Unrestricted)	No	FASS agent will select their name upon receipt
FASS Vendor Number	Formula against Vendor	No	Vendor number will be pulled from vendor look up table. FASS agent will enter in table if not existing. FASS agent may need to correct vendor name and should always check for accuracy when entering into Banner.
FASS Banner Invoice Number	Text/Number	No	FASS agent will enter banner invoice #
FASS Account Code	Text/Number	No	FASS agent will enter account code
FASS Invoice Entered Date	Date	No	FASS agent will enter date invoice is input into Banner
Banner Paid Date	Date	No	FASS agent will confirm payment in Banner and enter date paid
FASS Status	Drop Down	No	Received/In Review – FASS agent has received Entered, Pending payment – transaction has been entered into Banner Complete – transaction has been paid/posted in Banner

FASS BOSS Request Form Field Descriptions

The BOSS request forms will usually be filled out by clients from supported units. If they have questions about filling in the forms you can reference this guide to answer any questions.

See BOSS request form field descriptions below.

Requester
Requester	Select Name from Drop Down. All Unit staff are listed.	If name not in drop down, can enter email; FASS or Unit BOSS admin can add a contact to drop down.
Request Type – Purchase Goods Purchase of Physical Goods
Index	Drop Down, Type In	Select Index. If not there, can type in
Vendor	Drop Down, Type In	Drop Down, Type In
Detail of Expense	Type In	Type in details of expense. Include link to item, if applicable.
Total Amount	Type In	Actual or estimated amount
Budget Approver	Drop down, Type In	Select Budget approver, can type in email if not listed. Budget Approver will receive email with form to approve
Notes	Type In	Notes, as needed
File Upload	Attachments	Upload documentation, as needed
Request Type – Conference Registration (with or without travel) If requester must be logged into individual account to register, a PCard user will contact requester to arrange for payment to be entered. If travel needs are indicated, a FASS rep will reach out separately to assist with travel.
Index	Drop Down, Type In	Select Index. If not there, can type in
Vendor	Drop Down, Type In	Drop down for vendors Unit has contracts with Type in if unknown Select “unknown” if do not know
Detail Of Expense	Type In	Type in details of expense. Include link for payment, if applicable
Total Amount	Type In	Actual or estimated amount
Budget Approver	Drop down, Type In	Select Budget approver, can type in email if not listed. Budget Approver will receive email with form to approve
Will Travel Be Required?	Drop down	Select “Yes” if travel will occur with this conference. FASS will reach out separately to assist with travel.
Notes	Type In	Notes, as needed
File Upload	Attachments	Upload documentation, as needed
Request Type – Membership, Professional Development If requester must be logged into individual account to register, a PCard user will contact requester to arrange for payment to be entered.
Index	Drop Down, Type In	Select Index. If not there, can type in
Vendor	Drop Down, Type In	Drop down for vendors Unit has contracts with Type in if unknown Select “unknown” if do not know
Detail of Expense	Type In	Type in details of expense. Include link to item, if applicable.
Total Amount	Type In	Actual or estimated amount
Budget Approver	Drop down, Type In	Select Budget approver, can type in email if not listed. Budget Approver will receive email with form to approve
Notes	Type In	Notes, as needed
File Upload	Attachments	Upload documentation, as needed
Request Type – Event-Related (Catering, Rooms)
Index	Drop Down, Type In	Select Index. If not there, can type in
Vendor	Drop Down, Type In	Drop down for vendors Unit has contracts with Type in if unknown Select “unknown” if do not know
Detail of Expense	Type In	Type in details of expense.
Total Amount	Type In	Actual or estimated amount
Budget Approver	Drop down, Type In	Select Budget approver, can type in email if not listed. Budget Approver will receive email with form to approve
Notes	Type In	Notes, as needed
File Upload	Attachments	Upload documentation, as needed
Request Type – Professional Services (i.e. consulting) Use when submitting invoices for services where contract exists If no contract exists, FASS will assist with a Personal Services Contract
Payment against Contract or PO?	Checkbox	Check if contract exists, if unsure, leave blank
Index	Drop Down, Type In	Select Index. If not there, can type in
Vendor	Drop Down, Type In	Drop down for vendors OICR has contracts with Type in if unknown Select “unknown” if do not know
Detail of Expense	Type In	Type in details of expense.
Total Amount	Type In	Actual or estimated amount
Budget Approver	Drop down, Type In	Select Budget approver, can type in email if not listed. Budget Approver will receive email with form to approve
Notes	Type In	Notes, as needed
File Upload	Attachments	Upload documentation, as needed
Request Type – Travel After submission, a FASS travel coordinator will reach out to assist
Notes	Type in	Include brief description of travel needed
File Upload	Attachments	Upload documentation as needed
Request Type – New Contract/Amendment to Existing Contract After submission, a FASS contract coordinator will reach out for more information
Notes	Type in	Include brief description of travel needed
File Upload	Attachments	Upload documentation as needed
Request Type – JV Request (Pay or Charge UO Dept) Submit for JV processing when paying or receiving funds from another UO department
Detail of Expense	Type in	Include details of what the JV is for
Budget Approver	Drop Down, Type In	Select Budget approver, can type in email if not listed. Budget Approver will receive email with form to approve
Credit Index	Type In	Index receiving the funds
JV Credit Amount	Type In	Enter amount to JV
Debit Index	Type In	Index to pay from
JV Debit Amount	Type In	Enter amount to JV
Notes	Type In	Notes, as needed