Procurement Services
Miner Mall
(New Interface)
Approver User’s Guide
Revised Nov. 13, 2013
Table of Contents
1. Sign On
pg. 3
2. Set Up Profile
pg. 4
3. Attaching a Document to a Shopping Cart
pg. 6
4. Approve a Requisition
pg. 7
5. List My Documents
pg. 9
6. Troubleshooting
pg. 10
7. Glossary
pg. 11
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1. Sign On

Using your internet browser Go to “https://my.utep.edu/

Sign on to My UTEP

Click on the My.Home tab on the top ribbon

Click on the Miner Mall icon located in the My Online Services area of your
screen.
Note:
Once you access the Miner Mall log-in page, bookmark
and add it to your favorites for quick, future access.
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2. Set Up Profile (First Time Only)

Click on your Name (located on the top right corner of screen)

User My Profile tab automatically appears on the screen

Click the Language, Time Zone and Display Settings tab and update the six fields shown (language,
country, time zone, color theme, preferred email format and help on mouse).

Be sure to click Save to update your desired settings.

If any of the displayed information is incorrect, send an email identifying the necessary correction(s)
to the System’s Administrator at minermall@utep.edu.

Several areas within your Profile cannot be changed as the information is updated and retrieved
electronically.
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
Now click on the Email Preferences tab. Select the types of notifications you wish to receive. To
update your selection click Save when complete.

Once your profile has been updated you are ready to begin your shopping experience.
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3. Attaching a Document to a Shopping Cart
(Quotes and other Supporting Documentation)

Documentation can be attached in the Review stage of the requisition process.

Internal notes and attachments are for communicating to anyone within the internal
approval process. Examples include such things as quotes, product information and
price comparisons.

External notes and attachments are primarily for communicating to the supplier.
Note: Most suppliers do not read notes or attachments.

Proceed to Internal Notes or External Notes and Attachments, click on Add Attachment
or the Edit box to add a note. Documents can be scanned and stored on your computer
and retrieved and attached as a document. If a document comes via email in a pdf form,
copy to desktop, open Microsoft Word, copy and paste to Word and then attach to the
requisition.
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4. Approve a Requisition

Based on authorized limits an Approver is the signature authority for the account
number(s) being used. Approved requisitions will proceed to final processing based on
authorized limits. Catalog orders over $50,000 and Non-Catalog orders over $1,000 will
route to purchasing.

There are several ways an Approver may be alerted action is pending on a requisition.
1. The Requester has sent an email message to remind the designated approver
authorization of a requisition is required.
2. Once signed into Miner Mall the Approver will see a View Approval message under
Action Items on the top right side of their Home Page; and/or
3. The Approver signs on to Miner Mall, clicks the Orders & Documents, then Approvals tab
and My Approvals - Requisitions screen appears. Two types of Approver panels are
available.
A. The My PR Approvals panel contains requisitions specifically assigned and
unavailable to other Approvers. A requisition in this folder can be immediately
processed by placing a  in the Select box, click the Apply Action to Selected PR pulldown box, locate the Approve/Complete command, and click GO.
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B.
The
Shared
panel
section(s)
contain
requisitions
within
their
approval/department hierarchy. If the Approver has reason to control the activity of
a requisition, action must be taken to Assign the document to their Approval folder.
A requisition in the shared folder can be immediately processed by placing a  in
the Select box, click the Apply Action to Selected PR pull-down box, locate the
Approve/Complete command, and click the GO button.

To view a requisition, click on Requisition No. or View. At this point the Approver can
complete the approval/complete process or make necessary modifications.

If it is determined additional input is needed, the requisition can be forwarded to another
Approver.

If the Approver determines a portion (or all) of the requisition must be withdrawn, this
action can be accomplished by:

Place a  in the box to the right of the item-dollar amount;

From the For Selected Line Items pull down box, select Withdraw Selected Items.

Click the GO button. At this point, a prompt will request justification for withdrawal of the
item. Enter comments and press Withdraw Line Items button. This information becomes
part of the requisition history.
Note:
Any or all combination of items may be withdrawn via this process.
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5. List My Documents
 When the requestor needs to display or review their requisitions for an
extended period, (i.e. fiscal year),
1.
2.
3.
4.

Click on Orders & Documents, Document Search, and Search Documents
Under Search use the down box and select Requisition or Purchase Order
Select the date range to be reviewed
Click Search
All of the requestor‘s requisitions will be listed from the most recent to the oldest date.
 Create a Report of Requisitions
1. Once a list of requisitions is displayed,
2. Click Request Export tab
3. A new panel will appear; provide a file name that reflects the scope of the report.
(description of report is optional).
4. Click Submit Request tab; a prompt will appear stating that the request has been
successfully submitted.
5. Click Close.
6. To display the completed report information,
7. Click the Search Exports tab.
8. When the Export Status column indicates Completed, Click file name to open the
file.
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6. TROUBLESHOOTING
PROBLEM
REASON
SOLUTION
Rejected Requisitions
Invalid Accounting Date
Change to current date
Non-sufficient Funds
Check
funding
account
balance and make necessary
transfers before proceeding
Unauthorized user
Requestor not assigned to
Fund/Dept.
combination.
Verify Fund/Dept.
Item selected from an on-line
catalog was missing the code
or not entered on the noncatalog screen
Click on search next to error
field to search for applicable
code. If necessary contact
your department buyer for
more information.
Commodity Code Error
My chosen vendor cannot be Supplier has not been set-up Check
supplier
search
found on Miner Mall.
and activated in Miner Mall option, if not located
system.
complete the New Supplier
Request form.
Incorrect vendor information Define/Miner Mall supplier Contact Purchasing Dept.
(address, phone number)
detail incomplete
(915-747-5601) to update a
vendor.
Unit of Measure (UOM) not UOM must be set-up in Miner Send request to add the
valid or available.
Mall
UOM to the Miner Mall
System Administrator at
www.minermall@utep.edu
For all other system related questions, contact Purchasing Dept. at 747-5601 or send an email
to the System Administrator at minermall@utep.edu.
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7. Glossary
 Hosted Vendor – A vendor who has an online version of their current
catalog content on the Miner Mall site. Items selected are placed
directly into the shopping cart for processing.
 Punch-out Vendor - A vendor who provides an integrated external link
to their current web-based catalog via Miner Mall. A shopping cart is
created on the vendor’s external website and when shopping is
complete, the cart is redirected to the Miner Mall application for
processing.
 Shopper – An individual who can shop and create a cart within the
Miner Mall application. All UTEP employees are considered “shoppers”
 Creator – An individual who has the capability of a Shopper and also
finalizes the cart prior to approval. The Creator enters the proper
accounting codes and other pertinent information. These roles are
mainly assigned to Administrative assistants, Coordinators, Supervisor’s,
etc.
 Approver – An individual that is responsible for ensuring the purchase
requisition is allowable, allocable and reasonable. These roles are
mainly assigned to the Account owners such as the PI, Department
Chair, Director, Manager, etc.
 Cart – The cart in Miner Mall is in essence your purchase requisition.
Once approved, your cart will become your purchase order.
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