FAQs

Chart of Accounts

1. What is the difference between Aliases and Nicknames within Ignite?

Contracts

1. Is TCM going away?

COVID - Travel

1. Can I be reimbursed for expenses if my university-related trip was canceled?
2. What if the airline cancels my flight?
3. What if I canceled my flight, will I get a refund?
4. What if the airline cancels my flight?
5. Can I get reimbursed for my hotel stay or hotel deposit?
6. The conference I am attending next week canceled, what should I do?
7. If I get a refund and the original expense was already paid/reimbursed by Baylor, how do I reimburse Baylor?
8. Should I purchase travel insurance? Will I be reimbursed for it?
9. I am attending a meeting/conference in June and haven't purchased my airfare yet, can I go ahead and book my flight?
10. Can a guest still be reimbursed for expenses if the University-sponsored activity was canceled?

Expenses

1. How often is an expense report needed for pcard charges?
2. How should other travel expenses, such as transportation and parking, be paid?
3. What is the difference between Create Expense Item and Create Expense Report within Ignite?

Invoices

1. What do I do with the invoice I received from the supplier?
2. How can I see if a payment has been made?
3. How does the supplier know how to apply the payment to the appropriate account?

Purchasing Card

1. Is PaymentNet going way? What is the new Pcard process?
2. Can a Purchasing Card be used for guests and entertainment expenses?
3. Who receives a Purchasing Card or a Travel Card?

Requisitions

1. What are the differences between requisition request types?
2. How do I set up a "standing order" for services?
3. When entering a non-catalog order for both goods and services, when inputting the service lines, the user gets the following error, "UOM isn't applicable for service lines." Help?

Student

1. How can I pay an award or fellowship to a Baylor student?
2. How can I reimburse a nonemployee Baylor student for business expenses?

Suppliers

1. How do I have a purchase delivered to Central Receiving instead of my desk?
2. How often will suppliers be added to the Marketplace?
3. How will I request a new supplier in Ignite?
4. Will my supplier be set-up in Ignite?




Chart of Accounts

1. What is the difference between Aliases and Nicknames within Ignite?
Aliases are set up centrally by Finance through the chart of accounts configuration. They are created to help users more easily select the appropriate chartfields on transactions. Nicknames are specific to user requisition preferences and do not carry over from one user to another, or to other modules within Ignite.

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Contracts

1. Is TCM going away?
No, TCM will remain Baylor's system of record for contracts and will be optimized at Go-Live.

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COVID - Travel

1. Can I be reimbursed for expenses if my university-related trip was canceled?
An individual should make every effort to request a full refund from the travel partner (i.e. airlines, etc) for any canceled trips. If the individual receives a credit, the credit may be used on an upcoming business trip. If the credit will not be used timely (within the next few months), or is used for personal travel, then the individual should not claim reimbursement for the credit. If a nonrefundable trip was canceled with no credit given, and your department determines the reason for the cancelation was unavoidable, then your department may reimburse for prepaid expenses at the department's discretion.

2. What if the airline cancels my flight?
If cancelations are made by the airline, the airline will typically reimburse the airfare cost or allow the full value of the ticket to be used for future travel within one year of the booking date.

3. What if I canceled my flight, will I get a refund?
All major airlines are currently allowing travelers the option to cancel or change upcoming flights without additional fees. Travelers should request a full refund from the airline. However, the airline may only offer a credit to be used on a future flight.

4. What if the airline cancels my flight?
If cancelations are made by the airline, the airline will typically reimburse the airfare cost or allow the full value of the ticket to be used for future travel within one year of the booking date.

5. Can I get reimbursed for my hotel stay or hotel deposit?
Hotels will typically allow for cancellation with no charge for 24-72 hours prior to the date/time of check-in. Please check the policy as each hotel has different cancelation policies.

6. The conference I am attending next week canceled, what should I do?
If you have registered for a conference and the conference organization announces that is has been canceled, the conference may be reimbursing registration and conference hotel bookings/deposits. Review information posted on the conference registration website for direction.

7. If I get a refund and the original expense was already paid/reimbursed by Baylor, how do I reimburse Baylor?
An individual would pay back the University for any funds received as a refund if the expense was already paid/reimbursed by Baylor. The individual can refund the University by check by creating and submitting a departmental deposit receipt via the TRAX financial system.

8. Should I purchase travel insurance? Will I be reimbursed for it?
Standard travel insurance policies will not cover flight cancelations and delays due to coronavirus unless it is specifically written into the policy. Travel insurance is not reimbursable for university business travel.

9. I am attending a meeting/conference in June and haven't purchased my airfare yet, can I go ahead and book my flight?
Before booking new travel, ensure the meeting is still scheduled. Travelers should not book reservations too far in advance. Travelers are highly encouraged to book through University preferred travel agencies.

10. Can a guest still be reimbursed for expenses if the University-sponsored activity was canceled?
Guest travel to Baylor or on behalf of Baylor mirrors the current University Employee travel guidelines above

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Expenses

1. How often is an expense report needed for pcard charges?
All Pcard charges must be reconciled on an expense report within 30 days of incurring an expense. The recommendation is to process Pcard expenses weekly.

2. How should other travel expenses, such as transportation and parking, be paid?
Other travel expenses may be paid using a Travel Card or by the employee using personal funds.  Both payment methods will be reimbursed through the Expense Report module within Ignite.

3. What is the difference between Create Expense Item and Create Expense Report within Ignite?
Expense items are added to an expense report as individual transactions to create the report.  An expense report is a collection of expense items. An expense report can be saved before submitting and managed or withdrawn after submitting.

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Invoices

1. What do I do with the invoice I received from the supplier?
If the invoice is related to Marketplace, Non-Catalog, or After the Fact requisitions, send the invoice referencing the PO# to Accounts_Payable@baylor.edu. If the invoice is related ot categories permissible under payment requests, attach the invoice to the payment request requsition.

2. How can I see if a payment has been made?
From the requisition life cycle screen in Ignite, you can view whether the payment has been issued, the payment date and reference number.

3. How does the supplier know how to apply the payment to the appropriate account?
A remittance advice will be sent to suppliers with the payment.  The invoice number is the communication to suppliers to apply the payment correctly. 

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Purchasing Card

1. Is PaymentNet going way? What is the new Pcard process?
The reconciliation in Payment Net is going away. P-card purchases will be documented through an expense report and appropriate documentation must be attached to the expense report.

2. Can a Purchasing Card be used for guests and entertainment expenses?
Expense charges related to guests and entertainment are not allowed on the Purchasing Card.  Guests and entertainment expenses can be made using a Travel Card or can be paid by the employee using personal funds.  Both of these payment options are reimbursed through the Expense Module within Ignite.

3. Who receives a Purchasing Card or a Travel Card?
Work with your Business Officer.

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Requisitions

1. What are the differences between requisition request types?
Please see job aids (overview of shopping fundamentals).
More Information: https://www.baylor.edu/procurement2/index.php?id=972526

2. How do I set up a "standing order" for services?
To set up a standing order, please do the following: 1. Call the vendor and let them know that you will be setting up a Purchase Order with a not to exceed amount for the coming year. Be sure to Confirm the PO email address (such as a general address like accounting@XYZ.com) to ensure supplier gets order Confirm the supplier will provide the services per an agreed upon schedule and will submit an invoice periodically (probably monthly) 2. Enter a non-catalog services requisition with an item description that explains what the standing order is for (e.g. Coffee and Tea for the period 6/1/2020 - 5/31/2020). For the Amount enter the total amount you plan to spend for the Fiscal Year. If the Supplier contact information does not match the information in the requisition, email Accounts_Payable@baylor.edu the items that need to be changed. Add your item to the Cart If you need to enter another line for the supplier enter it now, or review your cart to update the COA and other fields as appropriate. 3. Purchasing will send the PO to the supplier 4. The Supplier will submit invoices throughout the year that deduct from the balance by referencing the PO number on the invoice

3. When entering a non-catalog order for both goods and services, when inputting the service lines, the user gets the following error, "UOM isn't applicable for service lines." Help?
Browser settings for autofill are populating "EA" as the unit of measure into a hidden field since a goods line was entered previously, and the browser has saved that information. Turn off autofill and try entering the service requisition lines once more.

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Student

1. How can I pay an award or fellowship to a Baylor student?
Contact Financial Aid.

2. How can I reimburse a nonemployee Baylor student for business expenses?
Nonemployee Baylor students can be reimbursed for business expenses incurred on behalf of the University by the department submitting a payment request requisition. Before a student incurs a business expense with their personal funds, ensure that all other purchasing and payment methods have been explored.

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Suppliers

1. How do I have a purchase delivered to Central Receiving instead of my desk?
For the deliver-to location, select Physical Plant (search for Code "PLANT") instead of your default ship-to location.

2. How often will suppliers be added to the Marketplace?
We will be assessing needs and adding suppliers on a regular basis.

3. How will I request a new supplier in Ignite?
Department approver requests new suppliers.

4. Will my supplier be set-up in Ignite?
Most suppliers paid twice in the last two years or associated with a contract will be converted to Ignite.  Additional suppliers will be evaluated and added as needed.”

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Procurement and Payment Services

One Bear Place #97043
Waco, TX 97043