PaperSave Resources

System Access

Can you reset my password?

Of course! Please send an email requesting a reset to FounSyst@mailbox.sc.edu. 

How does someone get setup for access to PaperSave?

Please ask the department's or college's approver to send an email to FounSyst@mailbox.sc.edu asking for PaperSave access and including only 1) the name(s) and 2) USC email address(es) of those who need access.

How can my department or college update an approver in PaperSave?

Most departments have different people at the First Approver and Second Approver levels; in such a case, and in order to change one of the two approvers, the other approver must provide his/her email approval (send an email to FounSyst@mailbox.sc.edu). If a department and college are small enough that one person is designated as both First Approver and Second Approver, then the Ed Foundation may require a memo or email approval from the Business Manager or Dean/Director.

Do you offer trainings?

Please review the step-by-step guides and helpful hints documents and let us know if you have any specific questions. Full trainings can be done virtually for departments being newly onboarded to PaperSave.

Can I access/approve items remotely? Is there a mobile app?

Yes! PaperSave does offer updated apps for both iOS and Android devices. Also, approvers can access their queues from any browser at any time at https://246074.app.cloud.papersave.com/workflow — No need to wait for, or find, the daily emails!

I also need access to Reporting Xpress (RX).

Please contact Preston Floyd in the Foundations' office at floydtp@mailbox.sc.edu and include your USC network username.

RFDs & Items

What is the status of my item?

If you have 'touched' an item since September 2024, then you can find it in the My Workflow Items Report, which is a part of PaperSave. 'Touched' means that you either submitted it or approved it (or both) at any point along the way; it does not mean anything in your department, even if you are the approver. Use the guide to help navigate the report! And find it directly here.

Can I view items I submitted or approved?

Yes! If you have 'touched' an item since September 2024, then you can find it in the My Workflow Items Report, which is a part of PaperSave. 'Touched' means that you either submitted it or approved it (or both) at any point along the way; it does not mean anything in your department, even if you are the approver. Use the guide to help navigate the report! And find it directly here. 

My item was rejected. Do I have to re-submit it as a brand new RFD?

YES. No matter who rejected an item at whichever step in the process, rejected items cannot be resurrected. You must re-submit.

Why was my item rejected?

Review the rejection email notification to see at which step it was rejected. If it was rejected by an "Approver", then the rejection came from the department or college approver, and not the Foundation, so you'll need to ask that person. If it came from an "Auditor", then that was the Foundation- we always try to include the reason and the name of the auditor in case you have more qustions; if you don't see that, then please email EdFndAP@mailbox.sc.edu with any questions.

My item is still in process; why hasn't it been paid yet?

The Ed Foundation's normal processing schedule is one-to-two weeks, based on when items are fully approved at the department and/or college levels. We do not process based on submission date. Please note that we may also have other requirements outside of your and our control, such as Provost review or Payroll review. Finally, there may be other questions that have yet to be resolved on that item, or other documents that are still needed.

I can't find the project I need! Where is it?

In the RFD submission form, you must first select the correct College, and then select the correct Department, before searching for a project. If you still can't find the project, then it is likely housed under a different department within the Foundation's own classification system. You can either select a different College-Department combination, or email EdFndAP@mailbox.sc.edu to ask which combo is needed.

Oops! I just submitted an RFD and now realize it was wrong, or I shouldn't have submitted it, or it doesn't have the right documents. Can you please cancel it?

Please ask your approver(s) to reject it first(!). If you discover that it's too late and the item has been approved already, then email EdFndAP@mailbox.sc.edu and ask for the Foundation team to reject it.

I'm not sure if my item was submitted successfully / I did not receive a confirmation email after clicking submit on the RFD form. Do you have it?

Check the My Workflow Items Report. If you can see the item in there, then the submission was successful. If you cannot see the item, and you are absolutely certain that you have set the correct parameters (RFD APPROVAL Workflow, In Progess, etc.), then the submission likely failed; in this case, if you re-submit and it turns out that both items wind up going through, then your approver should reject one of them as a duplicate.

Can I (or should I) combine multiple receipts or multiple invoices into one RFD, or do they have to be submitted separately?

Our guidance is to combine items when they are related and separate them when they're unrelated. For example, all receipts for a single business trip should be combined, but please keep different business trips separated where possible. This is just guidance, though; if one way or another is easier for you as the submitter, then do what works for you, so long as there is clarity in the submission(s).

Vendors

How can I add a vendor?

Please ask all new vendors to sign up at https://www.uscfoundations.com/forms/ach-authorization-agreement. 

How can a vendor update an address, bank account, or other information?

Please ask all vendors wishing to update information to submit a new form at at https://www.uscfoundations.com/forms/ach-authorization-agreement. 

I can't find a vendor who I know registered.

The vendor might 1) be using a different legal name than the business, or 2) be using a different spelling, or 3) be using (or not be using) a middle initial or middle name or legal name. First, try to search using something more likely to 'hit'; for example, search for just "Westinghouse" instead of "Johnny Westinghouse". Then, if still not found, change the search dropdown to Address, and search either a part of the street address or the business name; if a business is using a DBA name, then that will show here. To learn how to do this, refer to the PaperSave Submitter's Guide in the Training Guides & Helpful Hints section.

What if my vendor is foreign?

First, review the Foreign Vendor Flowchart to see if the Foundation can make a payment directly. If so, then the vendor should either submit an EFT signup form if they have a bank account located in the U.S., or please email EdFndAP@mailbox.sc.edu for more information on wire transfers to foreign bank accounts.

Can you send me a list of existing vendors?

Sorry, the Foundation does not provide this as a matter of practice. Please review the Submitter's Guide and Helpful Hints for tips on how to search more robustly, and then let us know if you still cannot find a specific vendor.