How to Submit a BOSS Request

Owned by Sara Yilmaz
Last updated: Nov 30, 2022Version comment
3 min read

The Business Operations Smartsheet System (BOSS) is a collaboration tool used by FASS Business Operations that allows for the following:

  • Easy and effective collaboration between units and FASS
  • One Form that routes to Business Operations areas
  • Electronically document separation of duties and approvals with time stamped audit trail
  • Efficiently collect documents required for retention

The BOSS form can be found in the Department Workspace on the FASS website. Bookmark the form for easy access. This form will get you to all areas of Business Operations!

Requester Step-by-step guide

  1. Access your department's BOSS form on the FASS website: https://fass.uoregon.edu/submit-request 

    1. Find your department workplace and bookmark the page.

  2. Fill out the form
  3. Travel Request - If you need help with a travel request, click on the Travel Request Form link. You will be redirected to the Travel Request form to fill out.
  4. Contract Request - If you need help with a new contract or amendments to a contract, click on the Contract Intake Form link. You will be redirected to the Contract Intake form to fill out.
  5. For all other Request Types, continue to fill out the form.


  6. Select the Requester from the drop-down menu
    1. The requester is the person who is requesting the expense. This may be different
      than the person submitting the form. If correct name is not found in the dropdown, enter the
      requester’s email.
  7. Select the Request type from the options below and fill in the populated feilds
    1.  Request Type Guide

      Travel Request

      Click on link to the Travel Request form. Use this if need to register for conference/training that will require travel.

      New Contract or Amendment to Existing Contract

      Click on link to Contract Intake form. A ticket will be created and assigned to the Purchasing Manager for review.

      Duck Depot - Cart Sent to Buyer to Complete

      Will be initiated by Buyer when requester submits a DD cart directly to assigned buyer

      Duck Depot - Cart/Purchase Completed

      Recordkeeping/Reconciliation – attach PO and packing slip, indicate received status, received date

      Invoice - Already Purchased, Submitting Invoice for Payment

      Invoices for payment – may have an existing BOSS entry or not, indicate received status, received date

      PCard - Already Purchased, Submitting Receipt

      Recordkeeping/Reconciliation – attach PO and packing slip, indicate received status, received date

      JV (Pay or Charge UO Dept)

      Requests to process JV or record of JV for recordkeeping purposes

      Employee Reimbursement

      Request for reimbursement, indicate received status, and date. Attach documentation.

      Event Related (Catering, Rooms, Etc)

      Furniture

      Membership

      Professional Development/Training (w/out travel)

      Professional Services (i.e. Consulting)

      Purchase Gas

      Purchase Goods

      Recruitment Advertising

      Subscription

      Type of purchasing assistance or expense approval needed.

      Credit Memo

      Process or recordkeeping

      UO Printing or Mailing (expense will be JVd by printing or mailing)

      USS Charge (expense will be JVd by USS)

      Recordkeeping – attach documentation

  8. If you would like a copy of the form you filled, select the Send me a copy of my response box and enter your email address.
  9. Select Submit

Budget Approver Role

  1. After the request is submitted, the Budget Approver will receive an email to review and approve the request
  2. Open the form in the email and update the Budget Approval status to Approved.

Unit Coordinator/FASS Service Center Role

  1. The unit coordinator or the FASS Service Center (depending on the department) will assign the request to the appropriate FASS agent to process.

FASS Business Operations Agent Role

  • Invoices for payment, PC/DD Receipts, JV requests go to FASS Accounting.
  • Purchasing Assistance goes to the FASS service desk where a ticket is created and assigned to a FASS Buyer.
  • Internal entries (such as catering, printing, mailing, telecom, USS) may also be entered for recordkeeping purposes.
  • If “Deliver To” is not the FASS Warehouse, the requester will get instructions in the ticket to reply with the received date, received status (full or partially received), and to attach a packing slip/receipt.
  • Units may continue to send Duck Depot carts directly to the assigned buyer to complete. The Buyer will initiate a BOSS request to capture the budget approval and record expense. In the Notes section, please include the index/account code, delivery location preference, and budget approver name.