With the implementation of new systems, the University of Manitoba has experienced some process changes. Two significant changes were the introduction of Concur and EPIC. Each of these systems left most of a paper based process in the past and each introduced new processes with affiliations with different credit cards. Determining which process to use and when, isn’t always a simple task.
Table A - General Purchases and Expenses
Purchase or Expense EPIC Purchasing Card Travel Card Personal Card Concur Other Airfare ✓ Aramark Catering Use CaterTrax Car Rental while travelling ✓ ✓ ✓ Conference registrations ✓ ✓ Courier charges Use Sierra Courier ETRAC Service Culligan Water / Shredding Services Direct arrangement with supplier Goods / Services ✓ Note 1 Guest bookings ✓ May use paper form process Hospitality ✓ ✓ Use CaterTrax for on campus catering Hotels while travelling ✓ ✓ ✓ Incidental expenses while travelling ✓ ✓ Independent Contractor Agreements (ICAs) to suppliers ✓ Note 2 Meals while travelling ✓ ✓ Memberships, subscriptions, professional dues, etc. ✓ ✓ Institutional Memberships (non-individual) ✓ Payments to individuals Note 2 Secondments to suppliers ✓ Note 2 (for individuals) Taxi while travelling ✓ ✓
Note 1: If the supplier does not accept a purchase order, the Pcard can be used if the cost is within the Visa limits
Note 2: If the agreement is with an individual who does not have a business number, please use the HR workflow at http://umanitoba.ca/admin/human_resources/evc/ to determine the process
The IT Procurement Centre (ITPC) supports and manages the process of all IT-related purchases.
Table B - IT Related Expenses
|Purchase or Expense||EPIC||Purchasing Card||Travel Card||Personal Card||Concur||Bookstore|
|Hardware see Note 3||✓||✓|
|IT Consulting Services||✓|
|IT Hardware Repairs||✓|
|Software & Support||✓||✓|
Note 3: This includes items such as desktop & laptop computers, tablets, servers, cell phones, printers, copiers, routers, switches, and firewall hardware
Every transaction in EPIC requires a minimum of 1 approval from a signing authority to approve the expenditure.
Additional approvals could occur on a requisition (PR) based on what is being purchased, the supplier it is being purchased from, the value of the item, the overall value of the request or the type of funding being used for the expense. When an additional approval is required based on WHAT is being purchased it is called a commodity approval.
The following table defines the configured commodity approvals & the group responsible for the approval in EPIC.
Table C - Commodity Approvals in EPIC
|Animal Purchases||Animal Care|
|IT Hardware, Software & Services**||IT Procurement Centre (ITPC)|
|Gift Cards||Travel Services|
|Printing & Duplicating Equipment||IT Procurement Centre (ITPC)|
|Radioisotopes||Environmental Health and Safety Office|
Interested in all the specific commodity codes that require approvals in EPIC? Please click here
An EPIC Purchase Requisition (PR) needs to be done prior to a purchase being made. The Purchase Order (PO) results from a fully approve PR and should be generated before the invoice arrives to avoid any payment difficulties. A purchase requisition can be used to request a variety of products or services including office equipment, business cards, printing, sports equipment, window cleaning services and more!
Exclusive Supplier Agreements - Order your requirement from these exclusive supplier agreements.
A Contract Request (CR) is available/required for various purposes. Approved requests result in the creation of a Contract in EPIC that is generated through the assistance of Purchasing Services. Often a contract will be set up for a service in which you can't always determine when a service will occur or how much it will cost. For example, if you are using a photography company for events to take a varying amount of pictures it cannot always be determined when and how long the services will last. Using the contract request allows invoices to be processed against an approved contract in EPIC for a specified amount of time. Contract Requests are generally used when written agreements with negotiated terms approved by all parties involved have been finalized. A Contract Request may include, but are not limited to:
a) Independent Contractor Agreements (ICA) with a business
b) Secondment Agreements with a business
c) Construction projects & related agreements
d) Supply/Service Agreements (e.g. tendered agreements for University wide purchases)
e) Informal/Department specific agreements (e.g. maintenance, utilities)
Do you think you need a contract? Please contact Purchasing Services or at (204) 474-8348 to discuss your request.
The following list identifies what kinds of invoice expenses are valid through the Non-PO process. If the invoice relates to one of the expenses below, the invoice can be processed through EPIC after the invoice is received using the Non PO Invoice form.
Please note: Invoice expenses not listed above will not be accepted through the Non-PO Invoice process.
Refer to the EPIC Quick Reference Guide on the Aurora Finance Training & Support webpage for steps on how to create an EPIC NON-PO Invoice.