New approval and review steps for purchase requisitions have been rolled out in two phases this year (July 1 and October 15). Phase 1 simplified approvals and shifted some responsibilities, while phase 2 will fine-tune the process, clarify responsibilities, and add controls where needed. Phase 2 was moved from September to October 15 to allow for training and communications to Cost Center Managers.
Phase 1 (July 1)
UNIV:
- For all purchases, either a Cost Center Manager or Grant Manager (if assigned) will need to review and approve the transaction
- Both roles will now be able to make changes to the transaction
- Service Center Leads will only approve requisitions high‑risk purchases (greater than $200) and larger non‑catalog purchases (greater than $2,000)
- Buyer approval limit will be increased to non-catalog purchases over $75,000
- Department Leader, Program Manager, and Project Manager will be removed from approval workflow for requisitions
- To maintain awareness and visibility to bypassed Department Leader approvals, a Negative Assurance Report will be sent via email on a weekly basis that shows all transaction activity. Cost Center Directors will also receive the email.
- For Supplier Invoice Requests (SIRs), the Department Leader will be removed from the workflow, and approvals will be replaced with a negative confirmation report via email.
Medical Center:
- Project Manager will no longer be in workflow and instead transactions will be sent to the department leader for eBuilder project approval
- Program Manager will no longer be in workflow but can be ad-hoc’d into transaction, if needed.
Phase 2 (October 15)
UNIV:
- Requisitions
- Reduced approval workflow for BuckeyeBuy Purchases
- Charges exceeding $50 of the original expense will route to the CCM or Grant Manager for Change Orders replacing "or" logic.
- Match Exceptions
- Charges for freight, or exceeding $50 of the original expense, or line not on purchase order will route to the CCM or Grant Manager for Match Exceptions
- Due to the creation of the Synthetic Buyer for BuckeyeBuy purchases, match exceptions will not route to Sourcing Buyers but instead be worked using reporting. More will be shared during upcoming Service Center Office Hours.
Training and Guidance
During Office Hours sessions for Service Centers, Procurement and Finance team members will run through these changes in more detail. Guidance on roles and responsibilities, as well as compliance best practices, is also forthcoming.