Forms
Bank Card Program
- Bank Card Change Request:
- Missing Receipt Affidavit
Contracts
- Statement of Work:
- Amendment:
- Contract Amendment Form - Scope Changes - all other amendments can be requested directly through BuyWays
- Contract Amendment Form - Payment
- Contract Amendment Form - Dates
- Contract Amendment Form - Dates and Payment
- Principal Investigator (PI) DocuSign Form (UMB & UMass Chan Medical)
Travel & Expense
- Non-Employee Travel Documentation Form (Amherst Only)
No Bid Justification (NBJ) (formerly sole source)
For Amherst & Boston requesters, can also be used for select departments in other campuses whose requisitions do not originate in BuyWays.
Quick Reference Guides
- Competitive Procurement Reference Guide
- Exceptions to Competitive Procurement Guide
- Commodity Approval Reference Guide
- Contracts Process Reference Guide
- Direct Payment Categories
- Invoice Processing Reference Guide
- Requisition to Purchase Order (Req2PO) Reference Guide
- Supplier Registration Reference Guide
- Supplier/Vendor Status Guide
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
Email Approvals
Mobile Approvals
- BuyWays (Jaggaer) Mobile App Set-up Job Aid
- BuyWays (Jaggaer) Mobile App Approval Process Job Aid
- BuyWays (Jaggaer) Mobile App Approval Process (VIDEO)
Additional
- Purchase Order Terms & Conditions
- UMass BuyWays Re-routing emails to Outlook folder
- FYE (year-end PO/encumbrance search job aid): Search a BuyWays Query
Uploading Statements, Reallocation, and Change Request
- Upload Bank Card Statement and Receipts Job Aid
- Upload Bank Card Statement and Receipts --- Video
- Bank Card Reallocation - Single Transaction Job Aid
- Bank Card Reallocation - Single Transaction --- Video
- Bank Card Reallocation - Split a Transaction Job Aid
- Bank Card Reallocation - Split a Transaction --- Video
- Bank Card Change Request Job Aid
Travel Expenses
- Bank Card Travel Expenses - Creating an Expense Report Job Aid
- Bank Card Travel Expenses - Creating an Expense Report - Copy from Travel Authorization (if applicable) Job Aid
Application, Registration, and More
- Bank Card Application Job Aid
- Bank Card Access Online Registration Job Aid
- U.S. Bank URL (Please use Organization Short Name: Umass1)
- How to Signup for Account Alerts
- How to View Your US Bank Statement
Contract Requesters:
Job Aid/Resource | Purpose |
---|---|
Request a Contract | Learn about the contract request process from beginning to end. |
Contract Reference Guide | A quick reference guide outlining the contract process and procurement requirements. |
Contract Request Questions | A 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. |
BuyWays Notifications | Access and edit your BuyWays notifications to ensure you are receiving all information related to your request and contract. |
Contract Glossary | Review common terms related to contracts. |
Contract Approvers & Reviewers:
Job Aid/Resource | Purpose |
---|---|
Request & Contract Approval | Outlines how to approve a request and a contract. |
Contract Reviewer | Access a contract to review the risk questionnaire. - Internal Reviewers Only |
BuyWays Notifications | Access and edit your BuyWays notifications to ensure you are receiving all information related to your request and contract. |
BuyWays Email Approval Set-Up | Set up your email approval access in BuyWays. - Contract Approvers Only |
BuyWays Email Approval | Approve contracts directly from your email. - Contract Approvers Only |
BuyWays Mobile App Set-Up | Set up your mobile app approval access in BuyWays. - Contract Approvers Only |
BuyWays Mobile Approval | Approve contracts directly from the mobile app. - Contract Approvers Only |
Catalog and Non-Catalog Purchases
- Create a Blanket Order Job Aid
- Create a Catalog Order Job Aid
- Non-Catalog Purchase: Goods Only Purchases
- Non-Catalog Purchase: Services & Services+Goods Purchases
- Under $50K Statement of Work Template
- Creating a Vehicle Lease Requisition
- Toshiba Copier Process
Change Request
- Creating a Change Request Job Aid
- Creating a Change Request --- Video
- Change Order Standards & Flow Charts
- Review and Approve Change Order/Request
Close Purchase Order (PO)
Enter BuyWays Receipts
Review and Approve
- Review and Approve a Requisition Job Aid
- Reviewing and Approving Invoice Match Exceptions Job Aid
- Review and Approve Change Order/Request
FYE (Year-End PO/Encumbrance) Search Query
- Search a BuyWays Query (BuyWays)