Latest Updates to ServiceNow Forms

May 31, 2024 mltowery

As a result of discussions with CBO Business Partners and Business Services Teams, the below updates to several ServiceNow forms will go into effect on June 11.

Overall we have added additional “guidance” text to the forms, updated links to relevant web pages, and made the text hidden behind the circled question marks visible at all times. Below are updates to individual forms.

Personal Reimbursement Form

Updates include:

Revised “open on behalf of user” to “Admin Contact requesting on behalf of individual.”
Added a new field “Name of individual being reimbursed” which will be a look-up field to locate the individual. This field will also now populate into the Short Description field in ServiceNow to allow individuals to better identify their incidents.
New question asking if the expenses will impact State Funded and/or Receipt Projects, with a yes or no option.
New question asking if the expense will impact a Ledger 5 Project. If yes, then a second question will ask the user to list the Ledger 5 Project Close-out Date, if it is within the next 180 days.

Voucher/Invoice Request Form

Updates include:

Added “Additional Information/Comments” before the “Add Attachments” at the bottom of the form. This will allow individuals to add instructions, guidance, etc.
Updated text to include Visa Payments and Employee Relocation Allowance or Award so the new sentence reads: “Is this a Utility Bill, Stipend, Honorarium, Visa Sponsorship Payment, Employee Relocation Allowance or Award?”
New question asking if the expenses will impact State Funded and/or Receipt Projects, with a yes or no option.
New question asking if the expense will impact a Ledger 5 Project. If yes, then a second question will ask the user to list the Ledger 5 Project Close-out Date, if it is within the next 180 days.

JV/IDJ Request Form

Updates include:

Under the JV option, once you select the radial circle next to “JV”, you will now be able to add a Department Short Description via a new field/fillable box entitled “Department JV Request Short Description”. This is an identifier for the department to locate specific JV requests by name. Please note that long text will be truncated to fit size. This will also populate in the Short Description field in ServiceNow to allow individuals to better identify their incidents.
New question asking if the expenses will impact State Funded and/or Receipt Projects, with a yes or no option.
New question asking if the expense will impact a Ledger 5 Project. If yes, then a second question will ask the user to list the Ledger 5 Project Close-out Date, if it is within the next 180 days.

PO Invoice Form

Updates include:

New question asking if the expenses will impact State Funded and/or Receipt Projects, with a yes or no option.
New question asking if the expense will impact a Ledger 5 Project. If yes, then a second question will ask the user to list the Ledger 5 Project Close-out Date, if it is within the next 180 days.

A/R Submit Your Billing Request Form

Updates include:

Two new fields added: User’s phone number and User’s email address. This information is required on the billing request.
Changed the naming of the field “NCSU Department Contact” to “Customer Contact.”
When selecting the circle button by “Internal,” the naming of the following two fields will now display: “Department OUC to Be Billed” and “NCSU Customer Contact to Receive the Bill.”
When selecting the circle button by “External,” the phone number will now be a mandatory field, as it is required for billing requests.
The name of the comment box field will now read “Additional Descriptions/Details and/or Contacts.”