Finance Systems and Access.

SAP (System, Application & Products in Data Processing) is the University’s central system for business operations, including accounting, finance, and human resources. SAP is accessed through BUworks Central Portal, described below.

BU Works is Boston University’s integrated SAP ERP system designed to provide administrators and faculty with more efficient financial management, human capital management, and procurement capabilities. BUworks improves the ability to plan and manage by fostering collaboration and consistency of information. Access to the following sections of BU Works is determined by the user’s role and responsibilities at the School of Public Health:

• Employee Self-Service – Provides easy access to information and service for employees
• Finance – Provides access to Finance portal functions. Most are restricted to Central users and ISR providers
• ACCT Xwalk – Provides a translator to convert account information from legacy ACK to SAP and from SAP to legacy ACK
• Reporting – Provides access to Business Warehouse (BW) reports for each of the BUworks functional areas
• Procurement – Provides access to procurement functions
• Worklist – Shows Task, Alerts, Notifications, and Tracking for workflow items
• WebGUI – Provides direct access to SAP ECC (see next section for additional information)

All SPH faculty and staff should bookmark the BUworks Central Portal: https://ppo.buw.bu.edu/.

Concur is the University’s travel and expense management system. It allows for easy online bookings for travel, increased visibility into expenses, and quick reimbursement turnarounds for out-of-pocket expenditures. Full-time faculty and staff (paid through the University payroll system) are eligible Travel Card users, and all faculty and staff who engage in University/grant sponsored travel are encouraged to have a travel card. For additional information about Concur and how to book your travel and out-of-pocket expenses, please visit the Travel section of this Handbook.

An Internal Service Request (ISR) is used by departments to request goods or services from other Boston University departments. Internal Services include University-owned service providers (e.g., Publications Production), as well as contracted suppliers located on campus (e.g., Dining Services/Aramark). For additional information on how to create an ISR, please visit the Purchasing section of this Handbook.

A Facilities Service Request (FSR) is used by departments to request services from the Facilities Management and Planning department at Boston University. Facility Services include renovation requests, event set-up, classroom supplies and services, snow removal, security systems, telephone and data network services, parking, and towing. For additional information on how to create an FSR, please visit the Purchasing section of this Handbook.

The Links are portals that provide secure access to online services and confidential information for faculty, staff, and students.

• Business Link contains full administrative functions for Auxiliary Services and Student Employment. Business link also archives historical financial, sourcing, and procurement systems (through FY 2011).
  • Student Employment is the main hub for student employment, including:
    • Reviewing a student job listing
    • Hiring a student, including required documentation like I-9s
    • Terminating a student
    • Approving/editing timesheets
    • Adjusting a student’s pay rate or start and end date
    • Changing how a student is being paid (i.e., grant)
• Faculty Link provides faculty access to all official academic information, including class schedules, class lists, advisee lists, and academic and contact information for students in their current classes. Faculty also post final grades for their courses and send emails to a class list using Faculty Link.
• Faculty/Staff Link provides authorized SPH users to access academic information, including student lists, instructors’ schedules, and past University schedules.
• ShareLink provides secure access to academic and financial information to parents, employers, and other interested third parties, as designated by students.
• Student Link enables students to view their personal, academic, financial, and other information relevant to their studies at Boston University.

The Boston University Purchasing Card (PCard) Program provides an efficient means of making routine purchases by reducing paperwork, allowing control and responsibility at the school or department level, and streamlining the purchasing cycle for low-dollar purchases. Full-time faculty and staff (paid through the University payroll system) are eligible PCard users, though departments typically elect one PCard holder for the unit.

Procurement is accessed through BUworks, which provides a set of SAP and third-party applications designed to integrate the University’s procurement processes. These functions provide purchasing services to employees, enabling them to procure goods and services to support the University’s business. For additional information about Procurement (SRM) and the different methods of purchasing available to SPH employees, please visit the Purchasing section of this Handbook.

TerrierTemps is accessed within the Procurement tab in BUworks. TerrierTemps is Boston University’s contingent workforce management program. All requests for temporary labor through staffing agencies must be submitted through the TerrierTemps program.

WebGUI is accessed through BUworks and provides direct access to SAP ECC, including accessing Boston University’s General Ledger and creating transactions. An introduction to WebGUI is available at http://www.bu.edu/tech/support/buworks/help/finance/. Within the User Menu, you will see a list of specific SAP transaction codes (t-codes) that relate to your role and responsibilities within the School of Public Health.