Resources (Forms & Job Aids)

Forms

Bank Card Program

Contracts

Travel & Expense 

No Bid Justification (NBJ) (formerly sole source)

Primarily for Amherst & Boston requesters, but can also be used for select departments in other campuses whose requisitions do not originate in BuyWays.

Vendors are entities set up in the PeopleSoft and BuyWays system when UMass is purchasing something from them and paying them for that item or service.

Sponsors are entities that are set-up in the PeopleSoft Grants system, we provide them a service and they pay us.

The Sponsor Database is maintained centrally by the Controller’s Office; requests and questions can be submitted through the Controller’s Office via the Grant and Non-sponsored Request Form.

BuyWays Access

In addition to attending the UPST Shopper/Requisitioner training (see availability in Training Sessions), you will also need to complete a request form for your Campus IT Security team. Please find the instructions for completing your campus security form below. 

CAMPUS DIRECTIONS
Amherst Complete the Access Request Form and email it to afsecurity@umass.edu
Boston Complete the CON-15 Access Request Form and Computing Awareness and Data Security Compliance Statement and return it to your Controller's Office. 
Chan Medical

Complete the Request Form along with departmental security approval.

Email form and approval to WorcesterFinanceSecurity@umassmed.edu
Dartmouth Complete the User Access Security Form and email or mail the completed form to Suzanne Audet (saudet@umassd.edu), Foster Administration Building, Room 202
Lowell Complete the Budget & Summit Access Request Form 
President's Office Email innovation@umassp.edu with your access needs
ROLES DEFINITION MODULE
Invoice Approver Approve, assign a substitute approver, and place vouchers on hold. Invoice & Payments
Receiving Ability to create a receipt in BuyWays. The user will be able to receive (cost or quantity) for any purchase order they can see in document search. Accounts Payable (AP)
Bank Card Form Approver without Edit

An approver will not be able to modify details of any Bank Card form assigned for approval.

Can only review, return, reject or approve the Bank Card form.

 Bank Card
Bank Card Form Approver with Edit

An approver can modify the details of any Bank Card form assigned to them for approval. 

Can only review, return, reject or approve the Bank Card form.

 Bank Card
Bank Card User

Create and submit Bank Card forms for review and approval. 

Can create a bank card form requisition but NOT a purchase order (PO). 

 Bank Card
Requisitioner

Shop from catalogs, build carts and submit carts into workflow. Cart submission includes their own and carts assigned to them by shoppers.

Can also create Bank Card forms, contract requests and invite suppliers to register.

 Purchase Orders (PO)
Shopper

Able to shop, create carts and assign those carts to a requisitioner, and also create Bank Card form requests.

Cannot submit a cart into workflow themselves.

 Purchase Orders (PO)
Requisition Approver without Edit

Will NOT have the ability to modify details of any requisition assigned to them for approval.

Can review, return, reject or approve requisitions only, including BankCard form requisitions.

 Purchase Orders (PO)
Requisition Approver with Edit

Able to modify details of any requisition assigned to them for approval.

Can approve BankCard form requisitions.

 Purchase Orders (PO)
Contract Requester

Create contract requests through the Contract Request menu.

Able to see any contract request that they previously created and the status of those requests.

 Contracts
Contract Approver Can assign and approve contracts and contract requests. Contracts
Supplier Invite Can invite a supplier to register via supplier self-service in BuyWays. Supplier
Supplier Requester Allows the user to create a supplier request from the request section within TSM. Supplier
Inquiry Access

Search and view access to all requisitions, POs, vouchers and credits within their assign business units (see the business unit list in the user's profile > user settings > Access).

Does not allow managing documents in workflow or creating/submitting carts. 

 General Inquiry

Job Aids

Contract Requesters:

Job Aid/ResourcePurpose
Request a ContractLearn about the contract request process from beginning to end.
Contract Reference GuideA quick reference guide outlining the contract process and procurement requirements. 
Contract Request QuestionsA list of basic questions pulled from the contract request form. This may be helpful for those who are not directly involved in the contract but are charged with creating and handling the request.
Risk Questionnaire (All Campuses except UMass Chan)A complete list of the risk questions found in the contract request form. This document applies to all campuses except UMass Chan. 
Risk Questionnaire (UMass Chan Only)A complete list of risk questions found in the contract request form. This document only applies to UMass Chan. 
IT Risk Questionnaire (All Campuses except UMass Chan)A complete list of the IT risk questions found in the contract request form. This document applies to all campuses except UMass Chan. 
BuyWays NotificationsAccess and edit your BuyWays notifications to ensure you are receiving all information related to your request and contract. 
Contract GlossaryReview common terms related to contracts.

 

Contract Approvers & Reviewers:

Job Aid/ResourcePurpose
Contract ReviewerAccess a contract to review the risk questionnaire. - Internal Reviewers Only
BuyWays NotificationsAccess and edit your BuyWays notifications to ensure you are receiving all information related to your request and contract.
BuyWays Email Approval Set-UpSet up your email approval access in BuyWays. - Contract Approvers Only
BuyWays Email ApprovalApprove contracts directly from your email. - Contract Approvers Only
BuyWays Mobile App Set-UpSet up your mobile app approval access in BuyWays. - Contract Approvers Only
BuyWays Mobile ApprovalApprove contracts directly from the mobile app. - Contract Approvers Only

Quote-to-Cart Process with Punchout Suppliers

Most of our punchout suppliers can upload quotes into the punchout. Retrieving a quote via punchout will allow the order to be processed as a catalog order which will save time, eliminate errors, and enables electronic invoicing.

When obtaining a quote for the following suppliers, please ask the REP to upload the quote to our punchout system: Agilent, Apple, B&H, BioRad, CDW-G, Dell, Fastenal, Fisher, FW Webb, GovConnection, Grainger, Home Depot, Illumina, Lowes, MSC, Qiagen, Sigma, USA Scientific, VWR and WEI.

FISHER SCIENTIFIC: Some Medical School locations will require users to default their location in their profile in order to retrieve a quote.

For the most part, all quotes are uploaded to the 049 UMASS account. 

Airgas Punchout Catalog

Apple's Return Process

Apple's official policy is that all sales are final, with a few exceptions. To inquire about a return, please reach out to Kevin Black at kblack@apple.com.

If returns fall within certain guidelines, Kevin will assist with guiding buyers through the return process. 

UMass Molecular Biology Core Lab Portal 

WB Mason Employee Purchase Program 

Closing Punchout Orders

Punchout orders will automatically close out once the last invoice has been paid.  Any items that will not be fulfilled, please send a request to have PO closed.

Cancelled Items: Item was cancelled, please attach cancellation documentation to the PO and follow the Purchase Order Close Request Process job aid. 

Backordered Items: If items will eventually deliver, the purchase order should remain open. If not interested in the backordered item, cancel directly with vendor, attach cancellation documentation and send request to close out PO.

Having trouble connecting to a punchout?

  • Clear your cache, close out of browser, and try again
  • If this doesn’t work, try a different browser by clearing cache first
  • Make sure you are accepting 3rd party cookies
  • For WB Mason, type in URL: www.wbmason.com/clear
  • Chrome & FireFox work best with the majority of our punchouts

SupplyLogic Deployment

The punchout catalog will be available on September 26th to purchase stationery (business cards, letterheads, envelopes), collateral (flyers, post cards, invitations), and UMass branded items. 

For more information and resources, please visit the Print Ordering at UMass Amherst page.

The punchout catalog is now available to purchase stationery (business cards, letterheads, envelopes), collateral (flyers, post cards, invitations), and promotional items. 

For more information and resources, please visit the Print Services page. 

As of January 20th, the punchout catalog to purchase stationery (letterheads, envelopes, notepads), collateral (flyers, post cards, invitations), and UMass Lowell branded items is available. 

For more information and resources, please visit the Print Services at UMass Lowell page.

 

The punchout catalog is now available to purchase stationery items: business cards, letterheads, envelopes, and note cards. 

For more information and resources, please visit the UMass Chan SharePoint Stationery Information site. As a reminder, you will need to use your UMass Chan credentials to log in.

The UMass President's Office does not currently have a SupplyLogic punchout catalog in BuyWays. For all print orders for your department, please use the Quote and Question form and resources below.