Event Request Process

Event Request Process

When is an EVENT REQUEST appropriate instead of issuing a Coupa PO

An "Event Request" should be used with catering and food vendors for employee appreciation events, lunches and holiday parties, instead of issuing a Coupa PO to a limited use supplier.
The "Event Request" will follow the same approval process/chain as a Coupa PO and the approval levels follow the same hierarchy limits.  Please plan your event accordingly, allowing the appropriate time to receive approvals.

Submit the Event Request form at least 2 weeks prior to the event.  NOTE: If a deposit is required, then submit two weeks prior to the date that the deposit is required.
 
Check out the "Sessions with Sourcing" video recording of the recent training on EVENT REQUESTS.

Don't hesitate to contact Purchasing (strategicsourcing@nfiindustries.com) or Accounts Payable (nfii-ap@nfiindustries.com) with any questions.


Click Here to complete your Event Request form.




How to Submit an Event Request

  1. Go to the Coupa Homepage
  2. Scroll down to "I NEED to..."
  3. Click "Request an Event (Employee Appreciation Event)"


4. Select "Click here"
5. Follow the instructions on the form to fill in the necessary sections

                   Please note: Make sure you review the management hierarchy approval limits and select the correct approver for the total event budget.
                                    Manager --> up to $2000
                                    Director --> up to $5000
                                    Vice President --> up to $10,000
                                    Senior Vice President/RVP --> up to $20,000
                                    President --> up to $40,000
                                    CEO --> $40,000 & above

6. Once you have completed all of the necessary information select "submit for approval"


Event Request Process

Event requests go through the same approval process as a Coupa PO request. See steps of that process below.
Make sure you plan accordingly so that there is time for your event to be approved.

1. Event request form is submitted by requestor
2. Form comes to NFI Purchasing group (Strategic Sourcing team)
3. Purchasing reviews event budget and adds appropriate approvers
4. Purchasing sends the form out for approval
5. Form is approved by the management hierarchy
6. After form is approved, it goes to Accounts Payable
7. The Accounts Payable team reviews and issues payment accordingly.

How to Check the Status of an Event Request

1. Go to the Coupa Homepage and scroll down to "Recent Activity Section"  on the bottom left and click "View All"
2. Click "Forms" Tab
3. Search for the form you are inquiring about
4. Status - See screenshot example highlighted in yellow below.
      a. Draft - Request Submitted, processing to go to approvers
      b. Pending Approval - Going through hierarchy for approvals based on spend amount; AP is the last approver
      c. Applied - Paid





If you have any questions please reach out to NFI Purchasing - strategicsourcing@nfiindustries.com OR NFI AP - nfii-ap@nfiindustries.com.



    • Related Articles

    • Employee Gifts/Gift Cards/Appreciation/Travel PerDiem

      NFI's Guidelines: Updated 10/12/2023 NFI recognizes that sites have events at their locations that include raffle prizes and/or gifts to employees to show appreciation and recognition for dedication, hard work and/or participation in an event. GIFT ...

    • Guidance for Ordering TVs (U.S. Shipping Locations)

      Ordering TVs for Raffles/Employee Events/Employee Appreciation---> Use B&H Instead of Amazon Why this matters: If you're planning to order TVs as raffle prizes for employee appreciation events, we recommend ordering from B&H through their punchout on ...

    • Sessions with Sourcing - Slides and Recordings

      The Strategic Sourcing Team implemented monthly training sessions focusing on a different Coupa topic each month. The sessions are titled "Sessions with Sourcing" and are live trainings that Coupa users can sign up for in MyLearning. Below is a ...

    • NFI's Supplier Onboarding Process

      NFI's Strategic Sourcing team employs an extensive supplier vetting process through our Coupa Source-to-Pay system, ensuring a failproof onboarding experience that includes comprehensive background checks for critical suppliers and the identification ...

    • Butterball Voucher Program

      NFI has a companywide program with Array Enterprises for Butterball gift checks. These checks are good for any Butterball items, and are accepted at most major grocery stores nationwide. The checks have no expiration dates. These make a great ...