Fully Electronic Preapproval Forms Now Available

As you know, many of us have long been frustrated by the complex financial pre-approval mechanisms that are in place in the College of SBS or our department.  In an ongoing effort to limit the impediments these restrictions place on us - without undermining the content of the regulations - the PRL is proud to introduce a new all-electronic purchase/reimbursement request (i.e., "green sheet") preapproval system.

What can you do with this system?

For all purchases or reimbursement requests that would ordinarily require you to fill out, sign, and pick up a paper green sheet, you may now initiate an electronic (web based) request for preapproval.  The system will then progress through the same chain of command as the paper green sheet, except that it is handled electronically on a server.  What that means is that you can initiate a preapproval request at any time from any internet-enabled location.  Similarly, the various authorizers can approve or reject the request electronically, and you will be automatically notified immediately upon authorization or denial.

How do you benefit? 

It means that once you receive the email saying that your request has been approved you can immediately initiate your purchase.  There is no more need to run in to Derby to check your mailbox, or for a complete stop to activity outside the hours of 9-5 M-F.  The hope is that this will substantially expedite necessary activities, and reduce the paperwork burden on our chair and our staff.  And of course detailed and secure records of all transactions, approvals, and denials are automatically kept.

Does this mean an end to paper?

Unfortunately no.  There is no way around the last step: when you have your receipt and are ready to request your reimbursement from Diana, you will have to print your approval form (available on the preapproval website) and attach it to the relevant receipt(s).  Diana still must keep paper copies, and must of course have paper receipts.  This is a College rule; there is no way to get around it.  Yes, printing out an amazon.com receipt is utterly equivalent to submitting an electronic copy, with one exception: the college permits only the former not the latter.  You canít fight city hall.

How does it work?

Everything is handled via a website, where each of us already have an account set up.  On this account will be recorded all preapprovals initiated by you, as well as the current status of these requests (e.g., with whom are they pending, what is their approved/denied status, etc.).  It will also keep records of all completed approvals for you (to relieve the burden of keeping copies of these indefinitely).  You may also modify, and delete your preapproval requests (but NOT, of course, after they have been approved by anyone down the work-flow chain from  you). 

Where do I log in and what is my username/password?

(1) The URL to log into the electronic green sheet system is:

https://secure.polisci.ohio-state.edu/eform

(2) Your username is your OSU name.#

(3) Your initial password is your employee ID number.

                ïYou can find this on your Buck ID if it is less than about 7 years old.

                ïYou can ask Diana for this number (or look it up on ePayroll).

(4) You may change your password at any time by contacting a member of the PRL staff.

What happens when I log on?

When you log on, you will go to an initial screen that looks basically like this (this is my current screen):

From this screen you can initiate a new request (hit the "New Form" link at the upper left), or look at your existing requests (by clicking on the particular request, e.g., "APSA Membership Renewal").

What does an approval look like

Below is what a completed and approved request looks like.  You will note that the upper right gives the time/date of all relevant approvals, and that the rest of the form is very similar to our current paper green sheet, except that you can fill it in online, and you can attach electronic documents to it (e.g., .pdfs of conference programs, computer price quotes, etc.).    On the authorization path (top right) you will see that the blue field indicates WHO you are, and the software permits those on the authorization path to leave comments (e.g., to request further documentation, etc.).  Once the final approver has signed off, you print and turn this form in to Diana with your receipt.

Status of Requests

Whenever your form has been approved or denied by someone on the authorization path, you will be informed by email.  You can also always check on a preapproval formís status by logging into the website and clicking on the relevant request ñ this will tell you whom you are waiting on for approval. 

Questions and Comments

If there are any questions or problems, please contact a member of the PRL staff (ml-prl@polisci.osu.edu).  This is a work in progress, and we will be constantly implementing upgrades. 

Copyright 2009 - Department of Political Science - The Ohio State University