FAQ
Where can I see examples of what these workflows look like?
How do I add attachments on Seamless?
See step by step instructions of how to add attachments in Seamless here.
Do I need to get in touch with finance after completing the PO/Request to Pay Process?
Nope! Cassie is also on Seamless and monitors submissions. She will be in touch if there is any issue with your submission. If you are logged in when you create your PO, you will also be able to track it. You will also be able to see what “stage” it is in, including whether it is under review or paid.
Why can’t I see Seamless submissions that I need to sign (as opposed to one’s I’ve submitted?
Unfortunately, your Seamless account will only show you submissions that you’ve initiated and will not show ones that you need to sign as a later signer. We know this is annoying! Seamless is working on a feature to allow you to see whats outstanding for you and hopefully, this update will come within the next couple months. For now, the best way to find documents you need to sign is in your email. The email will come from Seamless Docs <noreply@seamlessdocs.com> and will have the vendor and PO# in the subject, along with the words “signature requested”.
There are ways to use Office 365 Outlook rules to make this easier to navigate. Want help setting this up? Get in touch with IThelp through email or slack.
I’m filling out a Request to Pay. How do I find my Purchase Order # and a copy of it?
Do I fill out a PO to use my personal credit card for a purchase?
No, the credit card workflow mentioned above is only for use of the MAPC AMEX credit card. You should make your purchase on your credit card and then submit the receipt through the expense report form, which can be found here.
Where do I add a w-9?
Finance requires w-9 for every new vendor that we pay. You can attach the w-9 to either the PO form or the Request to Pay form (there is an upload field titled “vendor w-9". You can also email it to Sheila or Cassie at any point. Please reach out to them directly with any more specific questions about w-9s. A blank copy of the w-9 form can be found on the K-Drive, within the “General MAPC” Folder, under “Financial”.
I’m waiting on a manager/later signer to sign a Purchase Order. Can I send them a direct link?
Unfortunately, there is no way to send a copy directly to later signers. They will need to sign through the Seamless link. In order to help them find this email, you can let them know it will come from Seamless Docs <noreply@seamlessdocs.com> and will have the vendor and PO# in the subject, along with the words “signature requested”. You can also send an email to Cassie, Ryan or Rachel and we can re-send the document to them.
Fortunately, Seamless has a planned update in the next couple months that includes a portal within accounts where users can see what documents are outstanding for them, as well as automatic reminders. We will share out when this happens!
My payment is to a subcontractor. It feels more complicated than buying a service or object. How do I navigate the purchasing and contracting processes at the same time?
We’ve gotten a few questions about what the process is when you need to do a Contract Request and a PO/Request to Pay at the same time, usually when working with a subcontractor or municipality. We are hoping to give more detailed guidance in the future, but the general path should go:
**If you need to expedite the process of paying your vendor, technically, you can begin the process of requesting approvals prior to receiving a signed contract, by uploading the unsigned contract as your “quote”. The ability to do this is contract dependent. Please consult with your project manager or director before doing this.
NOTE: This sequential order is different than the answer we gave during the brown bag, which was that you should start the PO process and the contract process at the same time, in the majority of situations. We have since received feedback from some directors that they are not comfortable with this level of approval and thus are changing it to recommend doing a contract first.
This process is a work in progress and we are hoping to speak to Finance and more directors and project managers to continue to adapt. Please feel free to respond to this email, or any others, with your thoughts.
I am paying multiple people in the same contract. Do I have to do separate POs for each person? Using Draw Down POs
I don't see anywhere for Marc to sign on the contract. How will he sign?
When we assign fields in Docusign, they are only seen by the person who needs to sign them. So, when Marc receives the docusign, he will see the fields where he has to sign--and they will appear on completed contract.
How do I speed the process along if my contract is urgent?
Send an email to all involved in the contract signing order—Your project director, Heidi, Sheila, Rosaline, Rebecca, Patrice and Marc—to let them know this is coming through and is urgent. For Marc, its helpful to give a bit of context to the project as well.
Also, if you don’t already have one, please make a docusign account. This will allow you to track where it is in the process and see who its sitting with. The best way to do this is: When you finish signing a document for the first time in DocuSign, it will ask you at the end if you want to “save your work”, and prompt you to make an account. Do this! Otherwise, you can sign up for a free account here, but it does not always connect to open documents.
I need a wet ink signature for my document.
Complete the contract request form (same as online process). This will initiate the blue sheet process and allow us to send around the blue sheet form and the contract documents through DocuSign to get the necessary review signatures from the CPO, Finance Director, and Legal.
Please note in the “additional notes” section that you will need a wet ink signature.
Once the contract has been fully reviewed and signed digitally, please send an email to Heidi Anderson to coordinate with her on getting the contract signed in person by Marc.
In this email please:
Attach a blank contract and attachments
Attach the completed digital contract package
List where on the contract signatures/initials are needed
Include the address the contract needs to be sent to once signed
CC Marc so he is aware
Heidi goes into the office a couple days a week, usually Tuesdays and Thursdays. She will print out the contract and leave it for Marc to sign it. Marc has been available on Saturdays to go into the office to sign items, but this may not always be the case. Heidi will still need to check with Marc to see when he’s available. When Heidi returns the following week, she will mail it out to the address listed (pending blue sheet review complete).
Note: If you need the contract signed on a quicker timeline than listed above, you will need to coordinate directly with Marc, finding a way to print out the contract and mail it out. You can also send Heidi an email before the contract is fully reviewed and signed to expedite the process, though please note Marc will not sign the contract until it has been fully reviewed.
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