After a year of transition and challenges, the University of Nebraska system’s unified Procure-to-Pay system is making progress in streamlining procurement processes and improving service across its four campuses.
The program's success comes from the adoption of the Ariba platform, a tool that transformed system payment workflows. Before consolidating procurement in May 2021, all payment workflows were handled manually. Ariba processes the majority of the university’s invoices. Each month, more than 23,000 invoices are handled through the system to vendors and individuals, with individual recipients benefitting from immediate payment capabilities.
In total, P2P manages more than 275,000 invoices and 32,000 faculty and staff reimbursements annually. Recent increases in staffing have contributed to significant gains, including reducing reimbursement processing times to under three business days. These enhancements have strengthened the university’s ability to support students, faculty, staff and partners with timely and reliable financial transactions.
Additional innovations, such as transitioning from paper-based requests to electronic submissions, have further increased efficiency and reduced errors. Faculty, staff and students are increasingly opting for ACH transactions over traditional paper checks, a shift encouraged by the streamlined electronic system.
Ariba automation, which uses artificial intelligence, has allowed P2P to shift personnel resources to focus on other tasks like paying travel and non-travel expenses.
“The Procure-to-Pay system demonstrates how the University of Nebraska is leveraging technology to improve efficiency and service across campuses,” said Anne Barnes, interim chief financial officer for the NU system. “By automating processes, we’ve streamlined operations and reinforced our commitment to innovation and accountability."
Ninety-nine percent of faculty and staff are reimbursed using travel and non-travel expense reimbursement methods, which are submitted in Firefly. Expense reimbursements are automatically disbursed into the bank account that faculty and staff maintain in their personnel file. The average processing time from submission to approval is less than three business days.
The change comes after the recent rollout of a new strategic planning process by Dr. Jeffrey P. Gold, president of the NU system.
"Extraordinary stewardship and efficiency are cornerstones of our vision for the University of Nebraska, touching every aspect of what we do — from academics and research to operational systems like procurement,” Gold said. “By embracing innovative solutions, we ensure that every dollar is maximized to support our mission.”
Monthly user forums, a customer advisory council, and new executive councils on each campus are also providing platforms for feedback and continuous improvement. These efforts ensure that the system evolves to meet the needs of its users while maintaining compliance and operational excellence.
Despite early challenges in unifying procurement processes, the University of Nebraska’s P2P system is proving its value as a driver of efficiency. The strides made in automation and customer service highlight the university’s commitment to operational excellence and effective stewardship of public resources.
