Instructions to process recruitment advertising expenses for non-CPFM units.

FASS Agent Step-By-Step Guide

Recruiter fills out BOSS request from Department BOSS Form to obtain the budget approval and create entry for expense and payment.
1. Requester = Hiring Supervisor
2. Request Type = Recruitment Advertising
3. Purchaser = enter recruiter email
4. Budget Approver = Department Budget Authority
5. Index
6. Account Code = 24611
7. Detail of Expense = position info
8. Vendor
9. Notes
10. File Upload = Quote or related
Budget Approver will receive an email to approve the request
Once Budget Approver approves, the purchaser will receive an email with a link to the Recruitment Advertising Dynamic View.
Log into the Recruitment Advertising Dynamic View and complete the purchase.
Click on an expense line and a data entry window will open.
1. Copy the Row ID number and paste into the Purchase Reference #. Instruct the vendor to include this on their invoice.
2. Purchase Date = date completing order
3. Received Date = start date of advertising
4. Purchase Method = select “order placed no PO or contract”
5. FASS Assignment = FASS Invoice Payment
6. Order Status = do this last and before saving –select “Order Complete”
The expense line will be removed from the DV once Order Status is filled in. Fill this in once all attachments and details have been added.
Attachments can be added on the Attachments tab in the detail window.
Instruct Vendors as follows:
1. Include Purchase Reference # on the invoice
2. Send invoice to fsacctspayable@uoregon.edu
The vendor sends the invoice to FASS A/P per instructions. FASS A/P will match the invoice with the expense line and process.

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