it&r/ddl procurement request form training manual · it&r/ddl procurement request form...
TRANSCRIPT
Page | 1
IT&R/DDL Procurement Request Form Training Manual
Visit the IT&R Business Center website at www.bc.itr.ucf.edu, visit the travel section and click on to the
IT&R/DDL Travel Request Form. This guide walks through each step on the form.
1) Enter the name of the employee who is requesting the item (this may be someone other than the person
submitting the form) this can be done by name or NID. The system will search for the entered information
and return a list of matches. Please wait for the correct name to be displayed before moving onto the
next step
a. Once entered, the following fields will auto populate (assuming the information is in PeopleSoft) Phone
Number, Department Name, and Requestor's immediate supervisor. Please verify the information is
correct, and make any changes necessary.
Page | 2
2) By default the requestor’s immediate supervisor will receive a notice from ServiceNow, once the completed
form is submitted, for approval. If additional approvals are required select “yes” for ‘Are additional approvers
required for your area. If not, select “no”
a. If yes, enter each person who needs to approve the request within your department.
Page | 3
b. If no, only the person listed as Immediate Supervisor will receive an approval request.
3) Enter a description of the item and a brief explanation of why it is needed, along with the cost. The approvers
will use this information to approve or deny the request. Also enter the dollar amount. If multiple items are
listed on one request, list the grand total of all items requested. If shipping or expedited shipping charges are
required include them in the grand total and provide a brief justification.
4) Is this request a Renewal? (Licensing, maintenance, etc.) Yes/No
5) Does this purchase require a bid? See https://tinyurl.com/y7hyat9e for details. Yes/No/Unsure.
Page | 4
a. If Yes, please attach any bid or quotes as required by University procurement guidelines.
Add attachments button found at bottom of the form
6) Is There a Contract Associated With This Purchase? Yes/No
a. If Yes, please attached related contract as required by University procurement requirements
Add attachments button found at bottom of the form
7) Enter the requested Supplier/Vendor of the items (Technology Product Center, Dell, Amazon etc.), and the name and physical location the item(s) are to be delivered. Reference actual street address www.rm.fs.ucf.edu/crosswalk/default.aspx.
Page | 5
8) Enter the date the items are needed by (If date selected is 3 business days or less, additional justification
required)
9) Enter Work Order # or Tech Fee # related to this purchase if applicable.
10) Review form for completeness and accuracy and click Submit.
11) A notification will be sent. The Request number will be at the top of the ServiceNow page. An email will also be
sent to the requestor. This will also allow the requestor to track their order
Page | 6
12) Once you order is received, the requestor should return to the ticket by logging into ServiceNow and Click on My
Tickets.
Click on the gold paperclip icon at the top or bottom of the page and find the file you wish to upload.
If you upload an incorrect item you can see a list of attached documents in the box at the bottom of the
screen and can edit the file name and delete attachments there, click on the x to remove the
attachment
Returning to the Ticket
At any point after the ticket has been submitted, the user can return to ServiceNow, log in, and view
the status of their request. Clicking on My Tickets and the top of the page will display all of your
currently open requests, clicking on one will show the current state as well as any notes or updates to
the ticket.