Resources (Forms & Job Aids)

Forms

Bank Card Program

Contracts

Travel & Expense 

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.

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/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