The Procurement and Finance departments are jointly department is responsible for the purchasing and payables functions at Lynn University. The Finance Department is responsible for budgets, cost center assignments, assigning cost center managers, and approval authority. Generally, within guidelines described in the Lynn University purchasing policy, department representatives may initiate institutional institutional purchases covered by funds approved in their cost center (department) budgets. If you have any questions about the policies, please contact the Procurement department or go to https://www.lynn.edu/university-policies on myLynn.
The requesting and managing functionality is available to staff authorized to purchase goods and services for the institution. The approval functionality is available to Cost Center Managers and the Procurement Director.
| Process | Workday | Before Workday | |
|---|---|---|---|
| Expense Report | Expense reports are submitted so that you are reimbursed for institution related costs, such as airfare or hotel expenses. | Travel Expense Form Expenditure Request Form | |
| Spend Authorization | A spend authorization is a preapproval of your travel and its related expenses that must be Spend authorization are just an estimate of the travel costs including airfare, hotel, parking, tolls, etc. After you return from your travel, you will Create Expense Report. | Expenditure Request Form Faculty travel authorizations Cash advances | |
| Create Supplier Request | Submit a Create Supplier Request & completed W-9 to add new suppliers to Workday. After submission, the Procurement department will review all requests and create the suppliers on the system based on the information on your request. | Staff contacted procurement staff via emails and phone calls to set up new vendors in Jenzabar. | |
| Request Non-Catalog Items (Requisitions) | When procuring goods and services for Lynn University, all departments have the option to procure goods on WB Mason, Amazon Lynn Business account or create . The process of purchasing from WB Mason / Amazon has not changed. Create a request for non-catalog items (requisition for goods and services). | The process | to purchase from WB Mason / Amazon has not changed.Process varied per department. Some department departments’ contacted suppliers directly, created requisitions on Jenzabar, or paper managers ER’s via paper - managers approved items in Perceptive Content or authorized signature on ER. |
Check Budget | When creating a Request for Non-Catalog Items (Requisitions), the system will automatically check for for the available budget for your organization (Cost Center, Gift, or Project). Cost Center managers can make adjustments to the requisition via Review Budget Check process. | Requesters and department managers would check variance reports for the available budget. Finance The finance department would make GL budget changes. | |
| Create Supplier Invoice Request | In order to request a payment without a purchase order, you will need to complete a Supplier Invoice Request. You must verify supplier exists in Workday. If the request is for a new supplier, you must provide a Supplier Request first. The invoice must be attached to the transaction. | Invoices were forwarded to the Procurement department via mail, email or Perceptive Content. |
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