Business Operations Quick Reference (Accounting, Contracts, Purchasing, Travel Assistance)

I have an invoice I need paid where FASS did NOT assist with the associated purchase or contract

Note: This should not be common since FASS assists with most purchases and contracts

BOSS submission – select “FASS or Unit Coordinator Use Only – Invoice for Payment (no existing expense line)”

• For items over $250 or any service, provide the L1CA or other purchasing authority information in the notes. A “purchase” includes any action that commits UO funds (verbal order, on-line order, in-person order)
• If a purchase was made without the appropriate purchasing authority, there may be delays in the paying the invoice due to action required from PCS.

I have an invoice I need paid

Email invoice to fsacctspayable@uoregon.edu or send to FASS via campus mail

• Invoice will be matched to existing BOSS line and processed with 3-way match (request, receipt (i.e. packing slip), invoice match).
• If invoice is against a contract, FASS A/P will submit through BOSS for approval.

Assign DD cart to assigned FASS Buyer

Susan Osterman:

Human Resources

Information Services

Safety & Risk Services

UO Senate

Lance Lindsay:

FASS

UOPD

Office of General Counsel

PCS

Board Secretary

Many Nations Longhouse

Tribal Relations

President Admin

OICRC

Ombuds

IROCE

Printing

Transportation Services

Vivian Olum

VPFA

• In the DD notes section: include the index/account code, delivery location preference, and budget approver name.
• Send cart to assigned FASS buyer, FASS Buyer to complete.
• FASS buyer will initiate a BOSS entry and a ticket will be created. Susan will provide ETA and other purchasing details to you in ticket.
• If deliver to is not FASS warehouse, customer will be instructed to update ticket with confirmation of receipt and packing slip. FASS will close ticket once received status is confirmed and the charge is reconciled to the card statement.

• Attach PO and packing slip, indicate received status, and received date.
• FASS will reconcile the charge to the Duck Depot statement.

• Attach PO and packing slip, indicate received status, and received date.
• FASS will reconcile the charge to the Concur statement.

BOSS Submission - JV (Payment to or Charge to UO Dept)

• Select “Request to Process” for JV Action.
• FASS will process JV

• Select “Already Processed – Recordkeeping Only.”
• FASS will ensure JV posts in Banner correctly and will mark the entry completed.

• Select “Recordkeeping Only – Already Processed or Will be Processed by Other Unit.”
• Attach relevant documentation.
• FASS will ensure JV posts in Banner correctly and will mark the entry completed.

• Send check via campus mail or drop by FASS.
• FASS will match to BOSS entry and complete deposit.

BOSS Submission – Employee Reimbursement

• Vendor is person who needs reimbursement.
• FASS will process for next available check run.

• Attach receipt.
• FASS will pay upon receiving invoice from vendor.
• Note: If purchase is over $250, provide the purchasing authority (L1CA) information in the notes.

• A FASS buyer will contact you to set up a time for a virtual meeting to assist with payment. You will screen share and the buyer will enter payment information.

• Budget Approver will receive update form to review/approve transaction.
• A ticket will be created and assigned to a FASS buyer.
• FASS buyer will process order and provide updates and ETA in ticket.
• If Deliver To is not the FASS warehouse, requester will be instructed to provide received status and packing slip in the ticket.

• Budget Approver will receive update form to review/approve transaction.
• A ticket will be created and assigned to a FASS agent

BOSS Submission – Purchasing Assistance

• FASS will prepare contract.
• After service has been performed, the vendor should submit an invoice for payment or the unit can provide confirmation of services received in the ticket and FASS will issue payment.

• FASS will review and will either prepare contract or submit to PCS for appropriate contract.

• A ticket will be created and a FASS agent will provide updates in the ticket.
• FASS will review and will submit to PCS.

I will be traveling for business

• A FASS Travel Coordinator will contact you.

• A FASS Travel Coordinator will contact you to assist with the registration.

FASS Travel Support Form (Linked on the BOSS Form)

• All travel and pre-travel requests
• Conference registrations that will involve travel

Contract Intake Form  (Linked on the BOSS form)

• Services (except one-time services)
• Anything requiring a UO signature

Duck Depot - Cart Sent to Buyer to Complete

• Cart filled by requester and purchase needs to be completed

Completed (Cart completed in unit)

• Cart completed entirely in unit

PCard - Already Purchased, Submitting Receipt

• Purchase made in unit with PCard

JV (Payment to or Charge to UO Dept)

• A JV needs to be processed by FASS (request to process)
• JV will be processed by another unit (recordkeeping) – this applies to UO catering, UO mail services, UO printing, USS

Deposit

• Check or cash needs to be deposited

Employee Reimbursement

• Employee incurred UO expense, needs reimbursement

In-Store Credit Purchase

• A purchase was made by a store that allows purchases on store credit (UO Bookstore, Jerry’s)

Purchasing Assistance

• Goods
• Trade services
• Ad placements
• Services from speakers or performers with engagements lasting less than a week
• Assistance with PCard purchase (memberships, conference registrations that do not require travel)

Software/Software and Hardware Support/Site Licensing

• (Information Services only) – Purchases or renewals for software, software and hardware support, or site licensing

Other requests or unsure

• Email fass@uoregon.edu

FASS Contract Tracker - Contract Contact