UPST Process Glossary

The report, provided by an external auditor, provides insight into whether a supplier has an Information Security Management System (ISMS) - which is a program for establishing, implementing, maintaining and working to continually improve their InfoSec practices.

A number assigned by Jaggaer to suppliers that functions in conjunction with the UMass Supplier Number.

A PDF document that acts as a step-by-step guide for a specific procurement function.

Used to record financial transactions. Journal entries are handled by the campus controller's office or campus financial office. Note: A journal entry is different from a journal voucher. Journal vouchers are typically utilized for adjustments or corrections to accounts, while journal entries are used to record regular business transactions.

Used to transfer amounts between accounts to distribute interdepartmental charges, reclassify, or correct data in the general ledger system.

the official external auditor of the UMass system. Campus Controller’s office needs to be aware if we are engaging with them for any other work.

A set of standard Terms and Conditions that can be used for multiple campuses or Systemwide.

Occurs when a voucher does not match the expected values as contained in the Purchase Order. This can occur due to quantity, pricing, or a receipt requirement. When this occurs, a notification is sent to the Department Approver listed on the Match Exception Approval step of the voucher.

The Massachusetts Higher Education Consortium is a nonprofit purchasing consortium encompassing all of the Commonwealth’s public institutions of higher education.

An exception to competitive procurement that justifies why you need to purchase from a specific supplier without going through a formal competitive bid process as required in the Procurement Policy. Formerly known as the Sole Source process.

A supplier that has been added into BuyWays but is not a built-in punchout supplier.

A legally binding contract that establishes a confidential relationship.

Advises and provides guidance on numerous issues to ensure that the University acts in accordance with state and federal law and regulations, applicable University procedures, and best practices.

Specific to UMass Chan Medical School, OOM works collaboratively with the campus to help address and resolve on-campus risk management and legal issues.

Half of the compliance standard PCI-DSS or Payment Card Industry Data Security Standard. The standard is a framework that defines the types of security required to ensure that payments, when accepted, transferred, stored, and processed, are secured responsibly.

A PCI Attestation of Compliance (AoC) is a declaration of an organization’s compliance with PCI DSS. It serves as documented evidence that the organization’s security practices effectively protect against threats to cardholder data. This document must be completed by a Qualified Security Assessor (QSA) or the business’s merchant.

The system that manages all Bank Card and travel and expense purchase reporting i.e. reallocation.

This is also the system where student payments (domestic students: reimbursements, etc.) are processed. Note that due to tax implications, foreign students are created as suppliers within BuyWays for payments.

Any data that can be used to identify, contact, or locate a single person such as names, birth dates, social security numbers, etc.

Any data that can be used to associate a person’s identity with their health care such as health plan, beneficiary numbers, device identifiers, serial numbers, biometric identifiers, etc.

Name for the preferred suppliers that UMass has established.

The official document created by UMass to procure goods or services from a third party.

The email address that is listed for a supplier where Purchase Orders (PO) are sent for processing. This is also the same as their fulfillment email address.

Includes (but is not limited to) land, buildings, air rights, water rights, and mineral rights owned by the University and is property of the Commonwealth of Massachusetts, which has been entrusted to the University for stewardship. All procurement transactions related to Real Property must comply with the Capital Planning, Land and Facilities Use Policy (T93-122, as amended).

Shows what stage or status of the supplier registration. This status is dependent on the supplier or UPST activities. This is not campus-related. 

Captures the type of supplier you want to add to the UMass system i.e., domestic individual, entity, or foreign supplier (both individual and entity) (for supplier request).