Question:
How can a Search Committee member request reimbursement for expenses related to a candidate interview?
Answer:
Access eCUBE from the YSU Penguin Portal.
1. Click Search Committee Payment for Candidate Interview in the forms section of the homepage.
2. Start by typing the name of the committee member’s name in the supplier field. Ensure the committee member shows up in the existing supplier drop down menu and click their name to select.
3. If the search committee member does not show up in the supplier search, please send an email to New Vendor. The request must include the employee’s name and Banner Id. You will be notified once the person has been added to eCube and is available for you to select and proceed with your order. For more information refer to Procurement Services Vendor Information
4. Complete all required Candidate Information.
5. Enter all meal expenses in the appropriate field, if the committee member did not submit a request for any of the expenses listed, enter 0 in the field provided. Please review the policy for meal per diem maximums.
6. Fill in additional information. Supplier Invoice number (Candidate's initials and the date. EX: (JDL031725). Click the add link to upload attachments. Itemized receipts must be attached in support of all expenses detailed above. Please reference the Administrative Policy for Search Committee Reimbursement for allowable expenses. Click the add link to upload receipts.
7. Select files to upload or drag and drop files from your computer into the box provided. Once you have uploaded all files, click the Save Changes button.
8. Review the Internal attachment section of the form to confirm the files have been successfully attached.
9. Once all information has been completed and all attachments have been uploaded click on the blue Add and go to cart button in the upper right corner.
10. Once in the shopping cart, fill in the cart name, description, and accounting date.
11. Then click the Proceed To Checkout button.
12. You will then need to enter the Shipping and FOAP information.
13. Then click save, when you are done.
15.Check the Summary /Draft box and make sure there are no more issues to resolve.
16. Once finished with the requisition, click the place order button to place the order.
17. Confirmation that the requisition was successfully submitted will display on the screen.
What Happens Next?
- The requisition will then be routed to the financial manager for approval. If you are the financial manager, it will automatically be routed to HR for review for policy compliance.
- If HR determines that a correction is required, the HR representative will add a comment to the requisition with an explanation of the changes required and the requisition will be returned to the requisitioner for review and update.
- The department (requisitioner) will receive an email communication that the requisition has been returned for correction. Once the notification is received, click on the link in the email provided to access the requisition.
- Review the comment provided. To make the necessary updates, go into the form that is linked on the requisition line items.
- Enter the required changes as outlined in the comments by HR to ensure policy compliance.
- Once the updates have been completed, click the Save button and then click Close button.
- Once all changes have been made and you have returned to the requisition, click on Place Order button to resubmit the requisition.
- The updated requisition will be routed to the financial manager for approval. If you are the financial manager, the updated requisition will automatically be routed to HR for review and approval.
Contacts
Please reach out to the Director Procurement Services if you have further questions.
- Barb Greene, bgreene@ysu.edu, 330-941-3117
Video
Check out this supporting video resource: Candidate Reimbursement.