Electronic purchasing and billing make debut
In an effort to create greater efficiency in the area of billing and purchasing, the University recently announced two new initiatives: student e-billing and paperless purchase requisitioning.
Like the paperless procedures that have been piloted by Human Resources and Accounts Payable, these initiatives are designed to reduce costs in both paper and time for faculty, staff and students.
Effective May 1, all paper requisitions submitted to the Purchasing Department must go through Ultimus workflow software, an electronic requisitioning system. In order to access the electronic purchase requisition workflow system, a budget unit head or higher must submit a list of users to Theresa Burt, director of Purchasing. Include with your list the cost center number to purchase the Ultimus workflow software licenses for each user. Purchasing will then schedule training for users.
Once you begin using the new process, e-mail notifications will be sent to a trained department purchaser when action on a purchase requisition is required, and each requestor can track the progress of the requisition’s approval process through Ultimus, and then continue tracking through the Purchasing FMS mainframe system. Paper purchase requisition forms will no longer be accepted in Purchasing, and every request must go through an authorized/licensed and trained business manager or supervisor licensed to use Ultimus workflow.
Signup and training for the new electronic requisition system began Jan. 1 and continues through April. If you have not done so already, submit user names to Theresa Burt at firstname.lastname@example.org. Include the cost center number to be charged, the employees’ names as they appear on their HR records, and their TUids. Identify whether each user is a requestor or an approver or both of a requisition (approvers must be designated in the University’s financial system, FMS).
Computer Services is providing two free licenses for Ultimus workflow to the President, vice presidents, Provost, and deans currently not licensed and using an Ultimus workflow application. Each additional user license is available for a one-time $350 fee. If another application of Ultimus workflow is already installed, there is no additional charge for the license or for adding the purchasing requisitioning component to the system. Indicate in the user signup message to Burt if you already have a workflow license.
Beginning with summer sessions I and II, electronic bills and paper bills will be issued concurrently. By the fall semester, electronic billing will be the sole method for providing bills to all Temple students.
What is an e-bill? According to the Bursar’s Office, e-bills are “online student billing statements that display student-related financial activity such as tuition, fees, housing, financial aid and payments.” These statements are available on TUpay, an online billing and payment system accessed through OWLnet. With the start of the first summer session, once an e-bill is issued, an e-bill notification will also be directly sent to each student’s e-mail account and to the e-mail account of any other listed authorized payers.
Students still have three options for paying their e-bills:
1) via TUpay by either e-check or credit card
2) by mailing a check and bill remittance to the P.O. box listed on the remittance
3) turning in cash or checks to any Bursar’s Office locations.
To learn more, go to www.temple.edu/bursar/about/E-billingFAQs.htm to review the electronic billing frequently asked questions.
- By Erin Cusack