The University of Nebraska received Board of Regents approval to purchase an e-procurement software from SciQuest. SciQuest specializes in e-procurement for Higher Education.
This e-procurement solution is called Nebraska eSHOP. eSHOP offers an online shopping experience allowing you to search and compare pricing, and to place orders to multiple suppliers with a single shopping cart.
For further information, click on the University of Nebraska eSHOP web site
http://eshop.nebraska.edu.
eSHOP Approval Policy
The
Division of Business and Finance requires that the financial approver
(Chair/Director/Dean/VC/Chancellor) be designated in eSHOP in the Financial
Approver Role for all cost objects (Cost Center or WBS) in their department.
The
financial approver is entrusted with the authority to approve expenditures on
behalf of the University within the budget or funding sources allocated to
their department. The function of the financial approver is to assess each
individual purchase request for appropriateness, validity and reasonableness
and should not be viewed as simply clicking the "Approve" button as a
rubber stamp.
The financial approver of the department can designate a Substitute Approver. If the department has an assistant position (such as assistant director), then the assistant position would be the Substitute Approver in the Approver's absence.
If the department does not have an assistant position, the financial approver will need to designate the substitute approver in the Approver's absence. However, to maintain an appropriate control environment, the Substitute Approver cannot be an Office/Service staff member, Graduate Assistant, or student position.
The Dean/Vice Chancellor/Chancellor will approve the Substitute Approver for departments in their respective Colleges and Divisions which the financial approver will submit on the eSHOP Substitute Approver Designation form.
The Substitute Approver has the authority to report to their next level supervisor if the Substitute Approver feels the authority delegated to them is being questioned.
Records Management
Departments are not required to store hard copies of purchasing records created in eSHOP (Purchase Requisition, Purchase Order, Good Receipts) in the originating department or by the department funding the purchase. eSHOP will be the system of record for eSHOP-source purchasing records, and all required records can be viewed electronically in eSHOP. It will be at the discretion of the department which purchasing records the department chooses to retain in hard copy outside of eSHOP. When the department receives an invoice from the vendor related to a purchase originating in eSHOP, that invoice should be forwarded to the Accounts Payable office for processing and subsequent filing.
In cases where a department has chosen to store eSHOP records outside of eSHOP, the current University of Nebraska Board of Regents Records Management Schedule must be followed for retention and disposal of eSHOP records.
Users and Roles
A user is any person that has access to
eSHOP. Users can be assigned to a
specific role or roles. Roles provide a
time-efficient method for managing user information. Three specific roles (Shopper, Requestor and Approver) are described
below.
Shopper-A user that can shop for items and create a shopping cart,
but must assign it to a Requestor for funding source assignment.
Requestor-A user that assigns funding information to a shopping cart
after it is submitted by a Shopper. A
Requestor can also shop for items themselves.
Complete the eSHOP Role Assignment Worksheet for users that a department requests be assigned a Shopper or
Requestor role in eSHOP.
Approver (Financial)-A user that can review (approve, reject or return) purchase
requisitions that are assigned to them.
Approvers are assigned according to funding source. The Division of
Business and Finance requires that the financial approver
(Chair/Director/Dean/VC/Chancellor) be designated in eSHOP in the Financial
Approver Role for all cost objects (cost Center or WBS) in their department.
GL Accounts for Sensitive Items