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EFS (Enterprise Financial Systems)
Create Requisition
Paper Purchase Orders (PO) and paper Institutional
Vouchers (IV) are no longer used in the new EFS financial
system. An order must be first created by an official Preparer
as a requisition request, sent to the appropriate approver
and then it is electronically made into a Purchase Order.
To create a requisition, the Preparer must have both authorization
from Purchasing Services and taken the required training.
The Requisition Request Form below does not initiate a PO
on the new system. It will be sent to a Preparer who will
check the authenticity of the request and then they will
enter the information into the EFS system.
Requisition
Request Form (Online form)
Procurement Card Transaction Form (P-cards)
You must fill out the form below after receipt
of items purchased with P-cards. Please fill the form out,
print it, SIGN THE PAPER COPY, and attach the reciept. This
form, printed, and receipt should be submitted to the Accounting
office in 141 Smith Hall. Purchases made with P-cards are TAX
EXEMPT.
The U of MN tax exempt ID number is 8029894. If the seller
needs a copy of the Certificate of Exemption ST3 you can
print it from here.
Procurement Card Transaction Form (Online Form)
Capitalized Equipment Tracking procedure
Capitalized Equipment (all individual items over $2500.00)
needs to be tracked after it is received. Please fill out
the Request to Procurement Specialist form in receipt of
a capitalized items.
Request to Procurement Specialist form.
(PDF | DOC | DOCX)
Fill out the top part of the form and email it to
ALL OF THE FOLLOWING:
- Patti Combs (pmcombs
 )
- Sue Bonafield (s-hamr)
- Jane
Jenson (jense088)
Cluster procurement specialist
EFS Vendors Current vendors set up in PeopleSoft as of June 10, 2008. "Vendor Authorization Form Received" column
is as of Report Date and does not include any work in progress
within the Disbursement Services.
These files are in three
formats, Excel (XLS)
2.3Mg | Acrobat (PDF)
1.1Mg | Webpage (HTML)
2Mg. Each file can be searched.
Credit
Card
University of
Minnesota Purchasing Cards
Purchasing
cards are issued to permanent employees who have the authority
to purchase and the need for flexibility. To obtain a purchasing
card, you must see Patti Combs in the accounting office
to fill out the appropriate paperwork.
Procedures
for Cardholders
Immediately
after making a purchase, forward the original receipt(s)
to the accounting office. However, because we deal with a
large amount of receipts on a regular basis, it is a good
idea to keep a copy just in case the original is misplaced.
Frequently
Asked Questions
1.
What should I do with my receipts?
Receipts
should be turned in immediately after purchase to 141 Smith
to the in-box marked “Purchasing Card Docs/Receipts” hanging
on the center cubicle. Remember to keep a copy!
2.
What constitutes a receipt?
The following
items are acceptable as a receipt, as long as it includes
the date, items purchased, and total amount:
- Original
receipt
- Online
order confirmation
- Email
order confirmation
- Invoice
3.
What information do I need with my receipts?
To process
your report, each receipt must have the following information:
- Budget
number to charge
- Description/justification
of items purchased which answers who, what, where, when and why.
- Travel
receipts must include the name of traveler, travel
dates, destination, and purpose
- Cardholder
signature
4.
What if I lost my receipts?
If receipts
are lost, an in-lieu-of
memo should be completed. The memo should be turned
in to the accounting office with all of the necessary information.
5.
What if I do not turn in my receipts?
If the
completed report is not turned in to purchasing services
by the 17 th of the month following the purchase(s), your
card will be deactivated until the overdue report is completed.
6.
What should I provide if I get a refund?
If you
receive a refund to your card, either turn in the credit
receipt or fill out an in-lieu-of
memo detailing the reason for the refund.
7.
Do I need to sign my purchasing card report?
Yes, unless
all receipts are signed by the cardholder. If all receipts
are not signed, Sophia Herrera will forward the completed
report to you for signature.
8.
What do I do if my card is lost or stolen?
Call
Wells Fargo Immediately at 1-800-932-0036, (available
24 hours a day) to report the card lost or stolen. Complete
a Purchasing Card Lost/Stolen
Form and fax it to the Program Administrator at (612)
626-0876.
9.
If a merchant asks for a “bill to” or “verification” address,
what address should I provide?
Give the
address that appears on the tri-fold sheet your purchasing
card came attached to. The address given to the merchant
is verified with the bank. Entry of this information can
be very sensitive, so it is important to match the address
exactly as it is provided on the sheet.
10. If
a merchant wants a phone number for verification, whose
number should I give them?
Give
them the PCard Program Administrator’s phone
number: 612-626-8673.
11. When
activating my card, I am asked to enter the last 4 digits
of my unique identifier number. What number is this?
Enter the
last 4 digits of your employee ID number, which you provided
on your application form. If you have an older card, you may
need to enter the last 4 digits of your social security number.
If you have questions, call the Purchasing Card Office at 612-624-2302.
12.
More Questions?
Contact: Accounting Office
(612)
624-8500
Stockroom
Cards
1.
Where do I get a stockroom card?
A stockroom card application is available
online here.
Please follow these instructions,
obtain the appropriate signatures and bring the application
to the Chemistry Accounting Office in 141 Smith Hall.
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