Submit, Edit or View Construction Sponsored Project Purchase Requisitions
Important Notes:
A Construction Sponsored Project Purchase Requisition is a request to procure construction design services over P-Card limits; these purchases include hiring an architect, consultant or design/builds.
Before creating and submitting the requisition, make sure you have been included in a meeting with AES, Fixed Asset department and OSP to confirm the task number(s) and expenditure type(s). If you haven’t, contact postaward@boisestate.edu to align on task number(s) and expenditure type(s).
Step 1: Log in to Bronco Hub and Access Purchase Requisitions
Begin by signing in to Bronco Hub.
Select My Organization from the top navigation section of Bronco Hub and then select Purchase Requisitions.
Step 2: Enter Requisition Line
Select Show More on the purchase banner.
Select Go to Website in the navigation panel pop up.
Step 3: Enter Required Requisition Line Information
Enter the following required fields:
Line Description: Enter detailed information about item being purchased
From Line Type drop-down, select Construction Sponsored Project
Category Name: Type in Construction Sponsored Projects
Update the Requested Delivery Date as needed
Step 4: Enter Supplier, Pricing and Additional Information
Supplier Details:
If known, enter the name of the Supplier or Contractor in the Supplier field.
If Bronco Hub does not populate the supplier, select New Supplier checkbox and also send an invitation to the vendor/supplier by following the instructions on the Inviting Vendors to PaymentWorks job aid.
Pricing Details:
Amount: Enter total charge for the item. If you don’t know the exact dollar amount, touch base with the Architectural and Engineering Services (AES) Project Manager to get a good estimate.
Additional Information Details:
Please Note: If purchasing from the same supplier or contractor, you may enter multiple Requisition Lines on one Purchase Requisition; however, you must add a separate line for each different service being purchased or fund source (segment string) being charged. (Do not split distributions, create a separate line.)
Line item type needs to be Construction Sponsored Projects and Category Name also needs to be Construction Sponsored Projects, otherwise the requisition will be auto rejected when it is submitted.
Select Create and Continue.
Step 5: Update Delivery Details (if applicable)
Requester: The Requester defaults to the end-user currently logged into Bronco Hub OR the individual set up in the user’s Requisitions Preferences. If needed, change the requester by typing the last name of the employee you’d like to designate.
The supervisor of the person listed as the Requester will be added to the requisition approval workflow.
Requested Delivery Date: Update the Requested Delivery Date as needed.
Deliver to Location: Defaults to the mail stop of the employee selected in the Requisition’s Requester field or the location saved in the user’s Requisitions Preferences. If needed, change the location by searching for the preferred location in the Deliver to Location field.
Deliver to Address: Displays the Deliver-to Location address details
If the Purchase Requisition request is urgent, select the Urgent checkbox.
Step 6: Add Requisition Funding String (Billing) Details
Select Actions (three dots) to the right of the Billing section and then select Edit.
A Distribution panel will display to enter billing details:
Amount: This defaults to the price or amount entered in step 5.
Percentage: Defaults to 100%.
Budget Date: Defaults to the date of Requisition creation. If using Project funding, update the Budget date to match the Expenditure Item Date.
Project Costing: This field is for sponsored project funding only; if not using project funding, follow the guidance for the Charge Account field below. If applicable, enter the Project number in the Project costing field. Additional fields will populate. Enter the following required fields:
Task Number: Enter 100001 for all services and non-asset goods and 100002 for taggable asset goods.
Expenditure Item Date: Enter the date the cost was incurred.
Expenditure Type: Enter the 6 digit account segment. If the expenditure item is capital, the account should start with a 6.
Expenditure Organization: Enter 88600 in the department segment.
Contract Number: Select the related contract number from the drop down field.
Funding Source: Select the related funding source from the drop down field. You must select the Contract Number before options will display in the Funding Source drop down.
Charge account: Enter non sponsored project funding string details in the Charge account field. The Charge Account can be added to the transaction one of two ways:
Edit the Funding String In-line
Select Enter charge account number
Enter the Funding Segment String you are using into the Charge account field
Selecting from Favorite Funding Sources previously set up by selecting Select favorite charge account and choosing a funding string. To set up favorites, view the Add Favorite Funding, Project Segments & Requester Name to Purchase Requisitions job aid.
If the Charge Account Project segment (7th segment) is anything other than “0000000000” you must include POET data or the transaction will be automatically rejected upon submission.
Use the All Segment Values Report to confirm whether or not the Fund is Project based.
Select Update to save billing details.
Step 7: Splitting Funding (Optional - Skip this step if only using one funding string for the purchase)
Split funding means splitting the cost of the requisition line item(s) between multiple funding sources. There are two options to add split funding strings for a Requisition.
Split one requisition line. Follow the instructions below.
Split the funding for multiple requisition lines at once. Follow the Split Multiple Requisition Lines job aid
To split a single requisition line, select Actions (three dots) and then select Split.
A new Distribution panel will load, enter the following details:
Amount: Enter the amount to allocate to the funding string you’re adding.
Percentage: This field will automatically update based on the amount. If needed, you can start by entering the percent, rather than amount, and the amount field will automatically update.
Quantity: This field will automatically populate after Amount or Percentage is added.
Enter Project costing or Charge account information as outlined in step 9 above.
Select Create to save the split billing details.
Step 8: Add Requisition Line to Cart & Add Description, Notes and Attachments
After entering Billing Details, select Update in the top right corner.
The Cart will populate with Requisition Summary information.
Select the Edit (pencil icon) to the right of Requisition Summary.
Add a Description to the requisition. Description is a required field and must include a valid justification/business purpose for the purchase.
Add Notes and Attachments
Include a Note to Buyer to communicate information to Architectural and Engineering Services (AES), anything that needs additional details such as award number or type of sponsored project. More information is better.
Drag and drop any Attachments that are applicable to your request.
Select Update.
Step 9: Save for Later or Submit
Select Save for Later to save the Purchase Requisition and submit at a later time.
Protip: Check with AES to review the Purchase Requisition before submitting to confirm values on the requisition.
Select Submit to submit the Purchase Requisition into the Standard Approval Workflow.
What’s next:
The requisition will route through the approval workflow.
Follow-up on approvals, by running the Transaction Approval Dashboard.
After approvals are complete, AES will review the Purchase Requisition and connect with you about the next steps.
Once the services are complete and ready for payment, AES will submit the invoice via the Purchase Order Payment Approval (Ok to Pay) Smartsheet.
If for some reason your requisition is automatically rejected, please look to see if the Line Type is Construction Sponsored Project and if the Category is Construction Sponsored Project. If one of those is different it will cause the requisition to automatically reject. Follow the instructions outlined below to correct the issue.
Troubleshooting Rejected Requisitions
Requisition requesters will be notified of the approval status of submitted Requisitions. If the Requisition is rejected, review the Common Requisition Rejection Reasons for information on next steps.
End of Process
Edit a Previously Saved or Submitted Construction Sponsored Project Purchase Requisition
The information below outlines steps involved with editing a previously saved or submitted Purchase Requisition for Construction Sponsored Projects or to fix a requisition that was automatically rejected.
Before creating and submitting the requisition, make sure you have been included in a meeting with AES, Fixed Asset department and OSP to confirm the task number(s) and expenditure type(s). If you haven’t, contact postaward@boisestate.edu to align on task number(s) and expenditure type(s). submit, view or edit a Purchase Requisition.
Step 1: Log in to Bronco Hub and Access Purchase Requisitions
Begin by signing in to Bronco Hub.
Select My Organization from the top navigation section of Bronco Hub and then select Purchase Requisitions.
Step 2: Search for Requisition
Select My Requisitions located at the bottom left of the Purchase Requisition module.
Use the Search Field to enter the Requisition information. You can enter one or more of these search parameters:
Entered by: Enter the name of the person that entered the Requisition.
Requisition: Enter the requisition number.
Supplier: Enter the name of the Supplier. Note: If you don’t enter an “Entered by” name in addition to the supplier, this search will populate requisitions for all departments on campus that use the supplier.
Item: Enter the item name, if known.
A list of related Requisitions will populate below the search fields. Select the hyperlink of a Requisition to view details.
Step 3: Edit Requisition
After selecting the Requisition you want to edit, select Edit in the top right corner. Note: Only the requester is able to edit the requisition.
Please note: If you edit a requisition pending approval, it will be withdrawn and removed from the approval process so you can edit. You will then have to submit it again for approval.
Select the pencil icon in the top right of the screen (next to Requisition summary) in order to edit the Description, Requester, and Attachments as needed.
To edit Line Details, select the pencil icon to the right of your requisition line. To edit Delivery and Billing Line Details, select the truck icon to the right of your requisition line.
To Duplicate or Delete a Requisition Line, select the two box icon or trash can icon to the right of the requisition line.
If you are fixing a requisition that was automatically rejected because the line type is Construction Sponsored Projects but the Category Name is NOT Construction Sponsored Projects, the above instructions to edit line details will allow you to change the Category Name to Construction Sponsored Projects. Then proceed to step 4.
If you are fixing a requisition that was automatically rejected because the line type is NOT Construction Sponsored Projects but the Category Name is Construction Sponsored Projects, you will need to delete the line because the line type cannot be changed.
A new requisition will need to be entered. Follow the instructions outlined at the top of this page.
Step 4: Submit Requisition
After making the necessary edits, select Submit.
What’s next:
Once submitted, the Requisition will route to the approvers in the approval workflow. You can follow-up on approvals, by running the Transaction Approval Dashboard.
After all department approvals are complete, Purchasing will review the Purchase Requisition and assign a Buyer to complete your purchase.
Once the items are received and the invoice is ready for payment, submit the payment request via the Purchase Order Payment Approval (Ok to Pay) Smartsheet.
End of Process
Need help with the steps above?
If you need assistance with the process outlined above, email P2P_Procurement@boisestate.edu.
If you need support with Bronco Hub or have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.
Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247