Frequently asked questions are split between procurement questions and payment information.
When procuring a service what do I submit to Procurement & Payment Services?
Submit a sourcing request form in Jaggaer. The person whom is submitting should include a scope of work, technical data sheets, any additional information regarding the service that is needed. If a sourcing request is not applicable, then an Alternate Procurement Form (APR) must be filled out in Jaggaer with the supporting documentation.
If I don’t know the type of sourcing request, what do I do?
Please reach out to Procurement Services at email@example.com to connect with a Procurement Officer.
What is the procedure for making a change, cancellation or closing a Purchase Order?
Initiate the change request in Jaggaer through the Purchase Order that you wish to change, unless an invoice is already attached. If an invoice is already attached to the Purchase Order (PO) please reach out to Payment Services at firstname.lastname@example.org.
When filling out a Purchase Requisition, when does a department need to provide the DUNS No. and vendor registration in SAM?
The DUNS No. and the registration of a vendor in SAM are required only if federal funding is being used and the purchase is valued at $25,000 or more.
Where can I find the current Conflict of Interest policy?
The Conflict of Interest policy is located on the Research Development and Compliance's website.
Who can sign agreements, contracts or quotations for departments?
All agreements need to be reviewed by the General Counsel’s Office if not using UND approved templates. After General Counsel’s Office approval or if it is an approved UND Template, follow the Contractual Signature Listing for the appropriate signature.
When should a department use the consultant agreement?
When a department employs a consultant, this consultant agreement needs to be completed by the department, before the consultant begins working. Contact Procurement & Payment Services for services over $10,000.
Follow the Contractual Signature Listing for the appropriate signature.
When should a department use the guest speaker contract?
When a department employs a guest speaker, this speaker agreement needs to be completed by the department, before the guest speaker begins the speaking engagement. Contact Procurement & Payment Services for services over $10,000.
Follow the Contractual Signature Listing for the appropriate signature.
Who sends the contract to the General Counsel's Office for review?
The department whom is making the purchase, unless instructed otherwise.
If I only have a Scope of Work WITHOUT terms and conditions, can the department sign?
Yes, as long as no terms and conditions are attached. Make sure to review the entire invoice as they may reference terms and conditions in the small print on the invoice.
The Contract contains insurance that is not necessary for my purchase, what do I do?
Contact Procurement & Payment Services if changes are needed to Insurance Requirements. Other changes made to the format will need to be approved by the General Counsel Office.
When should I obtain a Certificate of Insurance (COI)?
Certificate of Insurance (COI) should be received when the requestor is working with the vendor. It is important to make sure the COI matches the terms of the contract. Contact Procurement & Payment Services if there are questions.
How do Third Party Credit Card Vendors impact vendor contracts?
Payment Card Industry (PCI) manages the security standards with focus on payment account security throughout the transaction process. Payment card data is highly sensitive and therefore must meet these compliance standards.
The major credit card companies (VISA, MasterCard, Discover, and American Express) published a uniform set of data security standards that ALL merchants must comply with in connection with the acceptance of payment cards. Therefore, a Third Party Vendor processing payments on behalf of the University of North Dakota is required to provide all requested PCI related information and be approved by the PCI Committee prior to entering into a contract with UND. Examples of information required include but are not limited to a copy of the Attestation of Compliance, Service Provider, Payment Application and Version.
For further information on PCI: Policy
I need to make a purchase using multiple funding sources, how do I execute this?
Please use the line level of the requisition in Jaggaer to input your multiple funding sources. This will allow you to split per quantity or percentage. The Purchase Requisition will be routed to all Departments for approval prior to arriving to Procurement & Payment Services for processing.
How do I gain access to Jaggaer?
Every UND Employee has access to Jaggaer via Single sign-on.
Please contact your department admin to ensure that your role in Jaggaer (IE Requestor, Approver, PI Approver, ect.) is accurate.
How do I change/add/remove a role for specific user in Jaggaer?
Please complete the Access Request Form under Forms and Links in Jaggaer.
Can I delegate my role in Jaggaer if I am going to be out of office for an extended period of time?
Yes, you can assign a delegate to approve on your behalf. Please see page 45 of the Jaggaer User Manual to assign a substitute approver.
How do I enter a Payment Request?
Gather the information you will need to enter the payment request: method of procurement (under $10k, solicitation, APR, existing contract, exemption, emergency purchase, subaward) an invoice, the supplier/vendor name, business purpose and funding string.
Select Pay an invoice on the home screen of Jaggaer, next click the payment request form. Fill out the form accordingly and attach the invoice. Please be sure to select the correct procurement method.
Select Add and Go to Cart. From here enter correct commodity code, business purpose and funding string. If this is not a non-standard IT request, enter NA in the non-standard IT tracking number as well as software name.
Ensure all fields are completed appropriately. You may now assign to a requestor or place the requisition.
What is the procedure for procuring software/licenses?
Please complete the Non-Standard IT Request form in Jaggaer under Forms and Links. UIT will review if similar software is readily available, if it is not, Procurement will discuss next steps.
The department requesting the purchase of the software is responsible for contacting the General Counsel's Office for review and approval of contracts or agreements.
When do I submit an Alternative Procurement Request (APR)?
To justify sole source, you must be able to identify why this product is unique or a true sole source, as well as why the competitors’ products do not meet your needs. You can find this form within Jaggaer under Forms & Links.
When do you use a Budget Journal?
Budget Journals are used to transfer budget amounts from one budget Account to another budget Account or to make adjustments to budgeted amounts. It is NOT used to transfer cash from one fund to another.
When do you use a Journal Voucher?
A Journal Voucher is used only to correct an existing Voucher or a previous Journal Voucher.
If I am set up to receive direct deposits for my Accounts Payable payments, what do I need to do if my bank account(s) change?
Complete a Direct Deposit Authorization Form.
Does UND accept electronic invoices?
Yes, invoices should be sent via Email to: email@example.com
A vendor has requested that we provide them with a W-9, whom do I contact?
Please refer all requests for a W-9 or the Federal Tax ID of the University to Procurement & Payment Services.
How do I request a new fund?
How can I determine if someone should be paid through Payroll or Procurement & Payment Services?
Use the Determination of Worker Status form found on our forms page. If you still have questions, contact Procurement & Payment Services or the Payroll Office.
Where can I locate the instructions for the Duo Authentication required by PeopleSoft Finance?
Visit the UIT Security webpage.
How do I obtain access to PeopleSoft Finance?
How Do I Sign into PeopleSoft Finance?
Is there a shortcut to change the funding in Expense WorkCenter (Travel & Expense) for my entire expense report?
Yes! Once one expense line has been created, the option to change funding for the entire report is achieved by going to the “Actions” in the upper right corner of the report. Click the drop down arrow and select “Default Accounting for Report” and click “GO”.
Can I assign a Delegate to complete my Travel & Expense Report?
Yes, Employees can assign their own delegates. One or more "Delegates" can be assigned to create an expense report for an individual, but the individual receiving the reimbursement will need to submit the report once it is completed. If additional assistance is needed to set up your own delegate, please contact PPS at firstname.lastname@example.org
I copied from a previous report, do I need to attach new receipts?
Yes, Copied expense reports do not bring over the attached receipts.
Will the per diem rates for my travel outside the continental U.S. automatically populate?
No, International per diem rates will not auto populate at this time. You will need to obtain them from the Defense Travel Management Office and calculate the total of the Local Meals and the Local Incidental columns to obtain your per diem amount.
How can I, a delegate completing a report for another individual, let them know the report is ready to be submitted?
On the bottom left side of the report, there is a Notify button. Clicking Notify will open an email screen where you can start the email to notify the traveler that their report is ready to submit.
Do I need to enter a separate expense line for each day of lodging?
Only if you are staying in different hotels. If you are staying for multiple days at the same hotel and have a single receipt for this lodging, you can enter the total and document the number of days – there is a field for the number of days.
Do I need to enter a separate expense line for each day of meal per diem?
Yes, you will need a separate expense line for each day of meal per diem. Each day is needed to document the meals that are not selected for reimbursement using the Per Diem Deductions box.
If I am traveling to more than one location in the same trip, how do I enter multiple destinations?
Each expense line will show a Location for the expense. When entering travel expenses, the location will pull from the Default Location entered in the header at the top of the report, but can be updated as needed on the individual expense line(s).
Can I enter round trip mileage on one expense line?
Yes, even if the mileage spanned more than one day. Please note that expense managers and auditors should be able to verify the amount of miles traveled within a reasonable amount.
How do I adjust the per diem for meals I am not claiming?
Once the line for the meal expense has been entered, the per diem for a complete day should auto-populate the amount based on the location entered. Click on the Per Diem Deductions for that line. When the per diem info box opens, click the meal(s) you are NOT claiming. This will deduct that meal from your expense line total.
How do I enter a lesser mileage rate than the standard?
Transportation rates are assigned to individual requesting the reimbursement. If the necessary transportation rate is not showing up in the available drop down, please contact Payment Services to have the rate assigned to the traveler.
I cannot see the receipts attached in the expense report. When I click on them nothing happens.
Please check that your popup blocker is not on and preventing the viewing of the receipts.
Can the Expense Manager change the funding of the report/expense?
Yes, the Expense Manager can update the funding chart fields of the expense report. If any changes are made to a funding source, a budget check will need to be run and the report will need to show a valid budget check before the Expense Manager can approve the report.
I cannot approve the expense report – the approve button is “grayed out”, how can I fix this?
A valid budget check is required before the report can be approved. Check the status of the report in the upper left section of the header of the report. If the Budget Status says “Error”, the report funding needs to be corrected – contact your finance representative. If the Budget Status says “Not Budget Checked” then it will be budget checked in the next cycle (runs every 15 minutes). A manual budget check may be run by clicking Budget Options and selecting “Budget Check”.
Can I have someone else approve expense reports in my absence?
Yes, you can assign your expense reports to another approver in your System Profile.
Can I edit a Travel & Exepense Report?
Yes, the expense report can be edited. It can also be sent back with comments to clarify the changes to the report. The deny button should only be used to clear the Expense Report from the system.