Forms
Bank Card Program
- Bank Card Change Request:
- Missing Receipt Form
Contracts
- Statement of Work:
- Amendment:
- Contract Amendment Form - Scope Changes - (Submit via Case Management upst@umassp.edu)
- Contract Amendment Form - Payment (Submit with your amendment request in BuyWays)
- Contract Amendment Form - Dates (Submit with your amendment request in BuyWays)
- Contract Amendment Form - Dates and Payment (Submit with your amendment request in BuyWays)
- Principal Investigator (PI) DocuSign Form (UMB & UMass Chan Medical)
- HR-5 Independent Contractor Questionnaire
Travel & Expense
- Non-Employee Travel Documentation Form (Amherst Only)
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.
Quick Reference Guides
- Commodity Approval Reference Guide
- Competitive Procurement Reference Guide
- Contracts Process Reference Guide
- Direct Payment Categories
- Exceptions to Competitive Procurement Guide
- Invoice Processing Reference Guide
- Requisition to Purchase Order (Req2PO) Reference Guide
- Supplier Registration Reference Guide
- Supplier/Vendor Status Guide
- Travel and Expense Reference 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
- Upload Bank Card Statement and Receipts --- Interactive Training
- 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
- Finding Bank Card Statements 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
- Travel Authorization Entry Job Aid
- Expense Report Entry Job Aid
- Deleting an Expense Report Job Aid
- Approving Employee Travel Job Aid
- Terra Dotta Registration Job Aid
- Missing Receipt Form
- Non-Employee Travel Documentation Form (Amherst Only)
- Prior Approval & Exception Guide
- Travel and Expense Reference Guide
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. |
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 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 |
---|---|
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 |
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.
Cancelled Items: Item was cancelled, please attach cancellation documentation to the PO and follow the Purchase Order Close Request Process job aid.
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
Catalog and Non-Catalog Purchases
- Adding Additional Line Items
- 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
- Splitting Accounting Codes
- 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 Request - Relinking Contract
- Change Order Standards & Flow Charts
- Review and Approve Change Order/Request
Close Purchase Order (PO)
Enter BuyWays Receipts
Manual PO Distribution
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)
- Direct Payment Process - Complete a Direct Payment Form in BuyWays
- Direct Payment Categories - See the approved categories for Direct Payment
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.
- View the training presentation
- View the training recording
- Catalog Items
- Quote & Question Form (for items not found in the catalog and custom print jobs)
- Sample SupplyLogic Quote
- Frequently Asked Questions (FAQs)
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.
- View the training presentation
- View the training recording
- Catalog Items
- Quote & Question Form (for items not found in the catalog and custom print jobs)
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.
- View the training presentation
- View the training recording
- Catalog Items
- Ordering Stationery from the SupplyLogic Catalog-video
- Quote & Question Form (for items not found in the catalog and custom print jobs)
- Sample SupplyLogic Quote
- Frequently Asked Questions (FAQs)
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.
- View the training presentation
- Catalog Items
- Quote & Question Form (for items not found in the catalog and custom print jobs)
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.
- Quote & Question Form (for all print items)