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.
For more information about Financial Services, Purchasing and FMS, go to www.temple.edu/purchasing.