UWinsite Finance FAQ: Paperless Processing and Electronic Workflow

WILL A LOT OF PAPER-BASED PROCESSES BECOME ELECTRONIC (I.E., TIMESHEETS, INVOICES, POS, TRAVEL CLAIMS ETC.)?

  • Yes! UWinsite Finance allows our campus community to go paperless on the majority of its processes. (Note – timesheets are not part of the scope of this project as this is an HR / Payroll related process). However, to ensure a smooth transition, it is recommended that Faculty/Staff retain backup copies (either in paper or as scans) for an interim period (e.g., until a travel claim is approved).

 

WILL THE SYSTEM AND ASSOCIATED WORKFLOWS ENSURE THAT WE ARE ABLE TO SEE THE CHEQUES NUMBERS ASSOCIATED WITH EACH INVOICE PAID?

  • Payment details are now tracked as part of the workflow and accessible.

 

IN A PAPERLESS ENVIRONMENT, IS AN EXPENSE FORM STILL VETTED BY AN ASSISTANT (TO ENSURE ALL RECEIPTS ARE THERE) BEFORE IT GETS ONLINE APPROVAL FROM A SIGNING AUTHORITY, OR WILL THEY GO DIRECTLY TO THE SIGNING AUTHORITY?

  • The approval routing for all expenses will be first to the “one-up” then to the “departmental authority” for operating accounts or “project authority” for grant/project accounts. The online expense form will have built-in mechanisms to ensure the forms are completed correctly. We believe that the users will discover that a ‘first level review’ by an Assistant or Secretary will not be required as the system is doing many of the completeness checks previously performed by staff.   

 

WILL STUDENT AND PT PAYROLL GO PAPERLESS TOO? HOW ABOUT OVERTIME AND SHIFT PREMIUMS FOR SAME GROUPS?

  • No, payroll processes are out of scope at this time. There is a project ongoing on campus to get rid of paper timecards, but it is not within the scope of UWinsite.

 

CAN I APPROVE MY OWN PURCHASE REQUEST?

  • No. It will always go to your one-up.

 

HOW WILL AUTHORITIES BE IDENTIFIED FOR APPROVAL DELEGATION? 

  • Delegations will be based on the positions, not the people who hold them, so if the person changes the authority approval does not.