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The Business Operations Smartsheet Services (BOSS) form utilizes Smartsheet to document expense approvals, payments, track spending against contracts, request travel help, and manage the sharing of information and support documents related to these activities. Please follow the instructions below to access and fill out the form for your department's business operations needs. 

Step-by-step guide

  2. 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.
  3. 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.
  4. For all other requests, continue to fill out the form.
  5. Select the Requester from the drop-down menu
    1. If your name is not in the drop-down menu, please notify your unit coordinator.



  6. Select the Request type from the options below and enter in the related details as follows:
    1.  Employee Reimbursement

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      1. Index: select an index from the drop-down menu or type it in if the correct index is not listed
      2. Vendor: select a vendor from the drop-down menu, type in the name if the vendor is not listed, or select Unknown if the vendor is not known.
      3. Detail of Expense: enter as much detail as possible in this section. If you have a URL for the item you would like to purchase, paste it here.
      4. Total Amount: provide an estimate if you don't have the exact price
      5. Budget Approver(s): select the unit coordinator from the drop-down menu
        • Note: the unit coordinator will forward the request to the appropriate approver if needed
      6. Notes: enter additional information here if needed
      7. File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    2.  Event Related (Catering, Rooms, Etc.)

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      1. Vendor: select a vendor from the drop-down menu, type in the name if the vendor is not listed, or select Unknown if the vendor is not known.
      2. Quote #: attach the quote number provided by the vendor
      3. Link to Item: provide the URL link to the item for purchase (if applicable) 
      4. Detail of Expense: enter as much detail as possible in this section. For event-related requests, please include reservation or catering information such as location, date, number of recipients, number of attendees, etc.
      5. Total Amount: provide an estimate if you don't have the exact price
      6. Budget Approver(s): select the unit coordinator from the drop-down menu
        • Note: the unit coordinator will forward the request to the appropriate approver if needed
      7. Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      8. Notes: enter additional information here if needed
      9. File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    3.  Furniture

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Index: select an index from the drop-down menu or type it in if the correct index is not listed
      • Vendor: select a vendor from the drop-down menu, type in the name if the vendor is not listed, or select Unknown if the vendor is not known.
      • Quote #: attach the quote number provided by the vendor
      • Link to Item: provide the URL link to the item for purchase (if applicable) 
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the item you would like to purchase, paste it here.
      • Total Amount: provide an estimate if you don't have the exact price
      • Requested Delivery Date: select the requested delivery date from the pop-up calendar
      • Budget Approver(s): select the unit coordinator from the drop-down menu
        • Note: the unit coordinator will forward the request to the appropriate approver if needed
      • Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      • Notes: enter additional information here if needed
      • Deliver to Location: select where the item should be delivered.
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    4.  JV (Pay or Charge UO Dept)

      Submit a request for JV processing when paying or receiving funds from another UO department

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Detail of Expense: enter as much detail as possible in this section. Include details of what the JV is for.
      • Notes: enter additional information here if needed
      • JV Credit Index: enter the index that will be receiving the funds
      • JV Credit Amount: please provide the exact amount
      • JV Debit Index: enter the index that will be paying the funds
      • JV Debit Amount: please provide the exact amount
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.



    5.  Deposit

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Index: select an index from the drop-down menu or type it in if the correct index is not listed
      • Vendor: select a vendor from the drop-down menu, type in the name of the vendor if not listed, or select Unknown if the vendor is not known.
      • Total Amount: provide an estimate if you don't have the exact price
      • Received Date: enter the date the check/document was received
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    6.  Membership

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Vendor: select a vendor from the drop-down menu, type in the name of the vendor if not listed, or select Unknown if the vendor is not known.
      • Quote #: attach the quote number provided by the vendor
      • Link to Item: provide the URL link to the item for purchase (if applicable) 
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the training or program, please include it here.
        • Make a note in this section if you need to be logged into an individual account to register. A PCard user will coordinate with you to make a payment in the account.
      • Total Amount: provide an estimate if you don't have the exact price
      • Budget Approver(s): select your department's budget approver from the drop-down menu
        • If your budget approver is not in the drop-down menu, please notify your unit coordinator
      • Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    7.  Professional Development/Training (w/out travel)

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Vendor: select a vendor from the drop-down menu, type in the name of the vendor if not listed, or select Unknown if the vendor is not known.
      • Quote #: attach the quote number provided by the vendor
      • Link to Item: provide the URL link to the item for purchase (if applicable) 
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the training or program, please include it here.
        • Make a note in this section if you need to be logged into an individual account to register. A PCard user will coordinate with you to make a payment in the account.
      • Total Amount: provide an estimate if you don't have the exact price
      • Budget Approver(s): select your department's budget approver from the drop-down menu
        • If your budget approver is not in the drop-down menu, please notify your unit coordinator
      • Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    8.  Professional Services (i.e. Consulting)

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Vendor: select a vendor from the drop-down menu, type in the name of the vendor if not listed, or select Unknown if the vendor is not known.
      • Quote #: attach the quote number provided by the vendor
      • Link to Item: provide the URL link to the item for purchase (if applicable) 
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the training or program, please include it here.
        • Make a note in this section if you need to be logged into an individual account to register. A PCard user will coordinate with you to make a payment in the account.
      • Total Amount: provide an estimate if you don't have the exact price
      • Budget Approver(s): select your department's budget approver from the drop-down menu
        • If your budget approver is not in the drop-down menu, please notify your unit coordinator
      • Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    9.  Purchase Gas

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Index: select an index from the drop-down menu or type it in if the correct index is not listed
      • Total Amount: provide an estimate if you don't have the exact price
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    10.  Purchase Goods

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Index: select an index from the drop-down menu or type it in if the correct index is not listed
      • Vendor: select a vendor from the drop-down menu, type in the name if the vendor is not listed, or select Unknown if the vendor is not known.
      • Quote #: attach the quote number provided by the vendor
      • Link to Item: provide the URL link to the item for purchase (if applicable) 
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the item you would like to purchase, paste it here.
      • Total Amount: provide an estimate if you don't have the exact price
      • Requested Delivery Date: select the requested delivery date from the pop-up calendar
      • Budget Approver(s): select the unit coordinator from the drop-down menu
        • Note: the unit coordinator will forward the request to the appropriate approver if needed
      • Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      • Notes: enter additional information here if needed
      • Deliver to Location: select where the item should be delivered.
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    11.  Recruitment Advertising

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Vendor: select a vendor from the drop-down menu, type in the name of the vendor if not listed, or select Unknown if the vendor is not known.
      • Quote #: attach the quote number provided by the vendor
      • Link to Item: provide the URL link to the item for purchase (if applicable) 
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the training or program, please include it here.
        • Make a note in this section if you need to be logged into an individual account to register. A PCard user will coordinate with you to make a payment in the account.
      • Total Amount: provide an estimate if you don't have the exact price
      • Budget Approver(s): select your department's budget approver from the drop-down menu
        • If your budget approver is not in the drop-down menu, please notify your unit coordinator
      • Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    12.  Subscription

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Vendor: select a vendor from the drop-down menu, type in the name of the vendor if not listed, or select Unknown if the vendor is not known.
      • Quote #: attach the quote number provided by the vendor
      • Link to Item: provide the URL link to the item for purchase (if applicable) 
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the training or program, please include it here.
        • Make a note in this section if you need to be logged into an individual account to register. A PCard user will coordinate with you to make a payment in the account.
      • Total Amount: provide an estimate if you don't have the exact price
      • Budget Approver(s): select your department's budget approver from the drop-down menu
        • If your budget approver is not in the drop-down menu, please notify your unit coordinator
      • Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

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

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Index: select an index from the drop-down menu or type it in if the correct index is not listed
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the item you would like to purchase, paste it here.
      • Total Amount: provide an estimate if you don't have the exact price
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    14.  USS Charge (expense will be JVd by USS)

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Index: select an index from the drop-down menu or type it in if the correct index is not listed
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the item you would like to purchase, paste it here.
      • Total Amount: provide an estimate if you don't have the exact price
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

    15.  Credit Memo

      Fill in all the fields that appear to the best of your knowledge. Fields with a red asterisk are required. 

      • Vendor: select a vendor from the drop-down menu, type in the name of the vendor if not listed, or select Unknown if the vendor is not known.
      • Quote #: attach the quote number provided by the vendor
      • Link to Item: provide the URL link to the item for purchase (if applicable) 
      • Detail of Expense: enter as much detail as possible in this section. If you have a URL for the training or program, please include it here.
        • Make a note in this section if you need to be logged into an individual account to register. A PCard user will coordinate with you to make a payment in the account.
      • Total Amount: provide an estimate if you don't have the exact price
      • Budget Approver(s): select your department's budget approver from the drop-down menu
        • If your budget approver is not in the drop-down menu, please notify your unit coordinator
      • Payment Against Contract or PO: check this box if the payment will be applied towards a contract of PO
      • Notes: enter additional information here if needed
      • File Upload: drag and drop or browse your files to upload any supporting documentation such as invoices, quotes, agendas, email approvals, etc.

  7. 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.
  8. Select Submit





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