How the process works

Use this site to request minor equipment ($1,000 – $4,999) and capital equipment ($5,000 and up). Every request follows the same approval path, and each person gets an email when it’s their turn.

The approval path

1
You submit the request
Fill out the form and attach your documents. You can save a draft and come back to it any time.
2
Your department leader
Reviews it first and approves or denies.
3
Maintenance, Infection Prevention, Information Services and Bio-Med At the same time
All four review at the same time, and each one has to approve.
4
Accounting director and COO or CNO Both
The accounting director approves, along with either the COO or the CNO.
5
CEO $50,000+ only
Reviews requests of $50,000 or more. Smaller requests skip this step.
6
CFO
Gives the final approval and sets the date the purchase is approved for.
7
Materials Management
Records the vendor, PO amount, PO number, GL code and asset tag, then marks the request Approved – PO issued.
8
Accounting
Downloads the one-page purchase approval and prepares payment.

“Approved – PO issued” does not mean paid.

It means every approval is in and Materials Management has issued the purchase order. Accounting still has to pay the vendor.

If a request is denied

A reviewer who denies a request has to give a reason. You get an email with their notes.
A denial at any step stops the request. Reviews that hadn’t happened yet are closed.
Open the request and choose Duplicate, edit and resubmit. It copies everything, including your files, into a new form. Make the changes the reviewer asked for and submit.
A resubmitted request starts over with your department leader.

Saving and cancelling

Save draft keeps what you’ve entered and any files you’ve added. Your drafts are listed on My worklist, and only you can see them.
Cancel deletes the form and its files, including a saved draft. Nothing is sent to anyone.

For reviewers

Requests waiting on you are listed under Waiting on you on My worklist. You also get an email with a link.
The request page shows the key numbers, the bids side by side, the documents and where the request is in the approval path. Approve or deny in the panel on the right.
Notes are optional when you approve and required when you deny. The requester sees your notes.
The CEO and CFO set the date a purchase is approved for. It starts as the requester’s needed-by date, and either of them can change it later. The requester is emailed when it changes.
Use Download request (PDF) for a printable copy of the full request.

After approval: paying the vendor

Once a request is marked Approved – PO issued, a purchase approval PDF is available on the request page and in the Approved – PO issued list.
It’s one page with the vendor, PO number, PO amount, GL code, asset tag, approved-for date, and every approval with the name, date and time.
Accounting can attach it in Sage, or the department leader can download it and send it to accounting to prepare payment.

Lists and reports

Anyone with a review role can see the Pending, Approved – PO issued and Denied lists, and download them as spreadsheets.
Reports totals requests by location, department, quarter, month, year, type or status. You choose which date counts: submitted, needed by, final approval, approved-for, or PO issued.