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When do I use a DPR instead of a Requisition?
In General, DPRs are used for the following payment requests:
- Non recurring payments to individuals (i.e. Honoraria, awards, guest speakers, royalties, research participants, referees, etc.).
- Approved reimbursement for out of pocket expenses (local business meals, parking fees, photocopies etc.).
- Approved professional expenses (i.e. registrations, membership dues, subscriptions).
Does my payee need to be in WayneBuy first?
Yes, prior to the submission of any WayneBuy DPR, the payee or vendor must be in the WayneBuy system. For new payees, a new supplier / payee request must be submitted electronically in advance. This can be found on the home page of WayneBuy in the Showcase Services section.
NOTE: For confidentiality and privacy reasons, the Vendor Request form should never be uploaded to the Requisition or DPR.
Where do I send support documentation for a DPR?
Support documentation is not physically submitted to the Disbursements department. Support documents (i.e. invoices) are attached electronically to the individual WayneBuy Requisition or DPR.
Can I use a DPR for Travel?
No. TravelWayne is the new travel solution for handling the approved University Travel Expenses for employee travel. This includes the following:
1. Airline
2. Hotel
3. Rental Car
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4. Personal Auto Mileage (monthly included)
5. Individual Meals
6. Other approved travel expenses
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Additional information on TravelWayne can be found at travel.wayne.edu or by contacting the travel helpdesk at 7-8747.
What happens to the Paper SPA?
Paper SPAs are predominately being phased out and replaced with the online DPR form. Those SPAs encumbered prior to August 13, 2012 will be processed, provided they are received in Disbursements before August 31, 2012. After that, paper SPAs will not be accepted except in special circumstances listed below.
What are the exceptions where Paper SPAs should be used?
There are three situations where paper SPAs will be used for the foreseeable future.
1. Liability accounts (account codes starting with a “2”) are not processed as a DPR.
2. Revenue accounts (account codes starting with a “5”) are not processed as a DPR.
3. Consolidated utility invoices (telephone, electric, etc.).
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Can I process multiple invoices on a single DPR?
No. Each invoice must have a unique DPR, to ensure that the DPR reflects the invoice number (for reporting and tracking). However, multiple DPR’s can be added to one shopping cart for approval efficiency.
How are DPR’s routed for approval?
DPR’s are routed to the BAO (Business Affairs Officers) associated with the finance level 4 org being charged. These are not routed like Purchase Order requisitions. If a supervisor, manager or director’s approval is required, the cart should be assigned to them prior to submission for BAO approval
How long does it take for a DPR to be approved for payment?
As a general rule, DPRs will be reviewed and approved by the Disbursements department within 5 business days of receipt. Rush requests should be brought to the attention of Disbursements management
Who do I reach out to for help?
The WayneBuy system has been designed to simplify the purchasing process. Easy to use forms guide users through creating a requisition and screen specific help topics provide users with detailed information related to required steps.
In addition, a full set of job aides are available on the PASS website. For additional assistance, contact Disbursements at 7-3661.
How do I stay informed?
Please join our ListServ to receive notices related to WayneBuy or other matters related to Procurement & Strategic Sourcing.
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