Frequently Asked Questions
How do we request for a payment to a vendor?
Follow the process below: a. Select the payment process from menu on the left b. Enter subject c. Input description of activity i.e. background of the request d. Select currency from dropdown 1.e. UGX, USD or EUR e. Input Quantity f. Input Unit cost g. Total cost will auto calculate i.e. Quantity * Unit cost h. Attach required supporting documents i. Submit
How do we make a canteen request?
Follow the process below: a. Input the subject e.g SNACKS FOR STAFF MEETING b. Input place of delivery c. Enter delivery date d. Input details of the request i.e. the narrative of the request a. Input the particular/ specific items needed, quantity and cost b. Total cost of the items will auto calculate c. Submit.
Is the system tagged to process flows within the departments?
Yes, it is. The approvals follow the MEMO and Department workflows e.g. a request raised by a staff under the IS’ Department will go from the Initiator ---- Head of Department/ IS --- Bursar (if it has a financial element i.e. a payment) -------- Principal.
Can you add a workflow of approvers to the user’s/applicants' page? Everyone should be able to see the flow of the request.
Everyone should be able to see the flow of the request. This has been incorporated. Once you submit a memo on the system, the process flow is indicated at the top of the submitted memo. “Updates” on all raised memos can be seen on the left side of the home page. Upon final approval by the ED, the initiator receives an email with the link to the approved memo.
Are the budget lines included on the system?
The budget lines are added by the Accounts Assistants to verify availability of funds.
Is the Handover report on leave application mandatory?
Yes. Staff should ensure to attach a handover report on the leave application under “Attach Document.”
What happens with approved requisitions? Can I access an approved memo?
Approved memos are shared with the initiator and the responsible/ action department. E.g., cash requests are shared with the Finance/ Accounts Department for their action. The initiator can see the approved memo any time they want since they are stored in the system.
Can I raise a requisition on behalf of another staff member?
Yes. The system has an option of a “cc” which allows you to copy another staff to allow them receive updates on the memo.
Is there a provision for the Finance/ Accounts Department to access the final copy of the approved request? Because they need a physical copy to use in the vouchers books.
Upon final approval by the Principal, the initiator and responsible staff (action department) receive an email notification with a link to the approved memo including all details.
Can I use a different currency on the payment request?
Yes, the initiator can use USD, UGX, GBP or EUR.
What happens when a request is rejected?
When a request is rejected, a notification is sent to the initiator and they can action the comment if any and resubmit or action whatever feedback has been provided by the rejector.
How big can the attachments be?
The attachment provisions accept more than one document so you can attach multiple documents. You can do this by selecting the documents and dragging them to the attachment box/ provision or clicking the attachment slot and selecting the documents and click select.
What happens when someone is on leave?
When staff apply for leave, the system prompts them to delegate their role/ rights to the person that will be acting on their behalf. Once the leave is approved, the system blocks the staff on leave out and therefore they cannot access it or sign in. The person acting can then approve or make requests on behalf of the staff on leave.
Can I see how many leave days I have on the leave application?
Yes. Once you sign into the system and select “apply for leave”, the leave days are indicated at the top right corner of the form/ page.
I s the handover report on the leave application mandatory
Yes. Staff should ensure to attach a handover report on the leave application under “Attach Document.”
How does someone own the letter in the system?
The system prompts users upon first successful sign in to upload their signature. Once a user uploads the signature, the system appends his signature on every document the user initiates or approves documents in the system. This signature can only be appended to a document a user has actioned hence 100% ownership by the user.
Is it possible for someone to interfere/ access a letter not meant for them on the system?
Only the initiator and the staff in the approval hierarchy can access the documents on the system. Each Officer can see all requests they’ve raised with their status, Department Heads can see all requests raised on the system, and the Principal can see all requests raised on the system and their status.
Can the system integrate with other systems?
The system is fully integrated with email and sends email notifications to users once they have an action pending on the system. The system can also be integrated with other systems on a need basis and allows for integration. SMS can be enabled but this would be at a cost through an SMS provider e.g., NITA-U SMS Gateway.