University of West Florida

Procurement and Contracts

 

UWF REQUISITION APPROVAL GUIDE
Last Reviewed/Updated: 7/23/2013

AVAILABLE FUNDS - CHECKING IN BANNER

BANNER ON-LINE FINANCIAL TRANSACTION APPROVALS DOCUMENTS

BANNER PRODUCTION - OPENING OF

APPROVE REQUISITION

DISAPPROVE REQUISITION

DETAILS - VIEWING OF

REQUIRED OTHER APPROVALS

PURPOSE

The purpose of the Requisition Approver Guide is to be a reference guide after the employee completes Online Requisition Approver Training. Step-by-step instructions are provided in this online Guide to assist the Requisition Approver. You must complete and pass the Online Requisition Approver Training as well as submit a Banner Security Request before you can begin processing Banner Requisition Approvals:

Online Training
Banner Security Request

OPENING BANNER PRODUCTION
Log into My UWF at https://my.uwf.edu/
  • Click on “Employee Resources” Folder
  • Click on "Banner Production"
CHECK AVAILABLE FUNDS IN BANNER

Check Available Balance before creating a Banner Requisition.

The Banner Requisition will be disapproved and returned to the Requisitioner if funds are not available.

  • Type FGIBAVL in the Go To field.
  • Press ENTER on your keyboard.

Check Funds

  • Tab to Index field and type the Index Code.
  • Tab to Account field and always type "7000".
  • Tab (tabbing inserts default information into fields)
  • Click Next Block.

Check Funds

  • Verify available funds by category in the "Available Balance" column.
    • 7000 is expense
    • 7415 is Other Capital Outlay (OCO)
  • Click Exit X to Return to the Main Menu.
  • If funds are not available, a Budget Transfer will need to be completed in Banner.
Check Funds
APPROVE THE REQUISITION
 

If a Requisition is pending approval, the Requisition Approver will:

  • receive an email from eminder@uwf.edu with "Requisition Approval Pending Notice" in the subject line; or,
  • there may be a "green check mark" next to "Check Banner Messages" under the "My Links" column (far right of screen) in Banner Production.
ReqApprv
  • After logging into Banner Production, in the "Go To" field, type FOAUAPP
  • Press "Enter" in keyboard
FOAUAPP
  • If a Requisition is pending approval, the "Approval Notification Screen will display.
  • Click Exit ("X")
ReqApprv
  • The "User Approval Screen will display with your "User ID"
  • Click "Next Block"
ReqApprv

All Requisitions awaiting approval will display. The Requisition Approver has three choices:

  • "Approve" the Requisition(s)
  • "Disapprove" the Requisition(s)
  • View "Details" of the Requisition(s)
Choices
To approve the Requisition without viewing the "Details" :
  • Click the "checkmark icon" to the right of "Approve"
  • CAUTION - If the "NSF" field contains a "Y", click the "disapprove icon" to the right of "Disapprove" and instruct the Requisitioner to process a Budget Transfer before resubmitting the Requisition (see below)
Approve

After "Approve" has been clicked, the "Document Approval Dialog Box" opens. A comment can be added if needed (see bullet above).

To add a comment to the "Document Approval Dialog Box"

  • Click after the words "DOCUMENT IS APPROVED"
  • Begin typing a short comment - the field is limited and only allows a small amount of characters
  • Click "OK" in the "Document Approval Dialog box"

The Requisition is approved.

Dial Box
DISAPPROVE THE REQUISITION
 

To disapprove a Requisition:

  • Click the "disapprove icon" to the right of "Disapprove"
Disapprove

After "Disapprove" has been clicked, the "Document Approval Dialog Box" opens. A comment should always be added when disapproving a Requisition.

To add a comment to the "Document Disapproval Dialog Box"

  • Click after the words "DOCUMENT IS DISAPPROVED"
  • Begin typing a short comment - the field is limited and only allows a small amount of characters
  • Click "OK" in the "Document Disapproval Dialog box"

The Requisition is Disapproved and is now in incomplete status so that it can be reopened and corrected if needed.

Note: The Requisition Approver should always let the Requisitioner know why the Requisition is being disapproved. If you do not have enough room in the "Document Disapproval Box, you should send an email explanation directly to the Requisitioner.

VIEWING DETAILS OF REQUISITION
 
  • To view "Details" (Commodity Description, Vendor, Accounting Information, etc.) of the Requisition before approving/disapproving it, click the "Detail Icon" to the right of "Detail"
Detail
  • If there is more than one item on the document you can scroll using the scroll bar to the right of the screen to view each item
Detail

To view the complete details (the completed Requisition)

  • Click "Options"
  • Choose "Document Query"
Options
  • The "Requisition Query" screen (FPIREQN) displays with the Requisition Number automatically populated
  • This is a query only screen; therefore, changes cannot be made to this Requisition
  • Click "Next Block"
Req
  • To go to the next screen/block of information, click "Next Block"
Req2
  • Continue clicking "Next Block" to review each screen/block of information in the Requisition

Req3

 

 

 

 

  • Continue clicking "Next Block" to review each screen/block of information in the Requisition
Req4
  • Continue clicking "Next Block" to review each screen/block of information in the Requisition
  • If there are more than 4 line items, you can view all items by using the UP/DOWN Arrow keys on the keyboard.
Req5

To view the complete item/commodity description (if "Item Text" is checked), entered by the Requisitioner for a specific line item

  • Click the line item to select - click in the "Commodity" field and you will see it turn blue - that means it is selected.
Req 5
  • Click "Options"
  • Select "Item Text"
Req 6
  • Click "Next Block" to view the "Item Text"
Req 7
  • After viewing complete item text, click Exit "X" to return to the "Commodity/Accounting Screen"
  • Click Exit "X" again to return to "Requisition Commodity" Screen
  • Click Exit "X" again to exit the "Requisition Query" screen
Req8
   
  • You should now be back in the "Detail" screen of the Requisition Approval.
  • Click Exit "X" from initial Requisition "Detail" screen when review is complete
  • After the detail review, the approval or disapproval of the Requisition can be completed
Detail
 
BANNER ON-LINE FINANCIAL TRANSACTON APPROVALS DOCUMENT
(UPDATED 12-6-2012)

Only two system approvals are required for all Requisitions, Budget Transfers and other financial transactions. Any other approvals required within departments or divisions will be addressed by departmental policy and achieved manually via email etc.

This approval procedure will:

  • foster accountability at the operational level;
  • streamline the process; and,
  • alleviate the potential for congesting UWF's automated financial system.

The initial approval is an implicit approval by the individual who has been granted authorization to initiate the transaction. the second and final approval must be by an Associate/Assistant Vice President, Dean, Director, or their designee. Designee cannot be Requisition initiator.

Transactions related to sponsored research require approval by the Principal Investigator (P.I.) and review by the Office of Research and Graduate Studies. The system will automatically route these transactions as appropriate to the Office of Research and Graduate Studies following the final approval by the P.I.

Additional manual approvals are required for specific categories of items (see the attached list). For these purchases, approvals must be obtained prior to final "electronic" approval via email or other mechanism outside the automated financial system and must be retained in the department for audit purposes. These additional approvals may be revised from time to time. Revisions will be announced and an up-to-date list of additional required approvals will be maintained on the website of Procurement and Contracts.

It is the department's responsibility to obtain and retain all required written approvals. The written approval can be in the form of a printed email, a memorandum, or a faxed document.

IMPORTANT: Final "electronic" approval certifies that all required written approvals have been obtained and are on file in the requisitioning department. The written approval should reference the corresponding Banner Requisition Number.

 

REQUIRED OTHER APPROVALS
TYPE OF APPROVAL

APPROVAL REQUIRED
A written approval can be in the form of a printed email.

EXCEPTION
Computers or Information Technology Items

ANY computer purchase that includes a CPU must have the written approval of Assoc. VP for IT, (or designee - send email to computerpurchase@uwf.edu).

ANY IT purchase with the total amount of $10,000 or greater must also have Assoc. VP for IT's written approval (send email to computerpurchase@uwf.edu).

IHMC: Less than $20,000

Per 4/24/00 Email from Assoc VP for IT

Position Vacancy Adverstisements

Must have written approval of Office of Human Resources.

Per University Policy HR-20.00-2004/07

 
Radioisotopes Must have written approval from Director of Environmental Health & Safety (or designee)  

Vertebrate Animals
(Institutional Animal Care & Use Committee)

Must have written approval from the Assoc. VP for Office of Research and Sponsored Programs (or designee)  
Radio & Accessories Using UWF's 800 MHz System Must have written approval from University Police Director (or designee)  
Page Charges/Reprints of Scholarly Paper Must have written approval from Office of Research & Graduate Studies E&G funds must also be approved by Provost/Vice Provost (or designee) AND show benefot to UWF
Moving Expenses (Household) Must submit completed (and signed by Divisional VP) "Request for Approval to Pay Moving Expenses" form along with Banner Requisition. See Moving Instructions
All Banner Requisitions using Concessions Funds Must have written approval from Office of President  
All Banner Requisitions using Foundations Funds

Must gave written approval from UWF Foundation.
See SOP 200.01

 
All Banner Requisitions for Any Facilities-Related Work Must have written approval from Director of A&E Services (or designee)  

 

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