Hilltop Shop FAQs

HILLTOP SHOP ACCESS

LOGIN TO HILLTOP SHOP

Where can I access training?

Training is available based on your role. Please select the link to the appropriate training material below:

HTS TRAINING GUIDES

HTS CANVAS COURSES

*These roles are assigned by business managers. Contact Purchasing at purchasing@usfca.edu for course invitation.

In-person training is coming soon. Please note that the courses align with the training material and Canvas courses available on this page.

What if I need support and/or assistance?

What is the Hilltop Shop?

  • USF Hilltop Shop is a digital marketplace that will allow the faculty and staff community to shop in a safe and secure environment.
  • The platform will increase ease of use by eliminating paper requisition and Banner p-reqs while increasing transparency and efficiency to university expenditures.
  • By bringing a digital marketplace to USF, it is our leadership's goal to modernize our business processes by providing a solution that speeds up transactions and eliminates redundancies.

When can I start using Hilltop Shop?

  • As of 6FEB18, Hilltop Shop is live for all faculty and staff (except for the Facilities Department).
  • Hilltop Shop on-boarding is in progress: October 2017 - April 2018.
  • All faculty and staff planning on shopping should complete the Hilltop shopping course available in Canvas LMS.

 

  • Hilltop Shop is accessible through MyUSF and may be added to your favorites once the course is completed.

Onboarding Schedule

On-boarding Rounds

Departments

Dates

Round 1

Purchasing, ABS and ITS

October 2017

Round 2

Departments and Schools

January - February 2018

Round 3

Facilities Management 

March 2018

What are the roles and permissions within Hilltop Shop?

  • There are 3 roles necessary for shopping in Hilltop Shop and they are defined within the following parameters.

Role

Responsibilities & Capabilities:

Shopper

  • Shop/create carts in Hilltop Shop.

  • Assign Carts to Requestor.  (The Shopper must know who to ASSIGN CART.) 

  • On PO greater than $500, confirms if vendor has fulfilled the order by posting the receipt.

  • Optional: Can convey comments and funding instructions.

Requestor

  • Role is assigned by Budget Manager

  • Please Note:  Banner Finance access is a prerequisite for the Requestor/Approver role.

  • Based on assigned Banner FUND/ORG codes, Requestors/Approvers will have access to view financial activity through Banner Finance Self-Service, ePrint and Business Intelligence (BI) reports (i.e. Tableau, InfoAssist, etc.).

  • A completed Banner Finance Access Request will be required to enable user access.  Please access the Banner Finance Access Request Form at https://myusf.usfca.edu/abs/forms.

  • Can shop up to $500 from hosted catalog or punch-out store without additional  department approvals.

  • Receives assigned/submitted carts from Shoppers.

  • Can return the cart to the Shopper or edit the Cart before submitting into requisition workflow.

  • Must have knowledge of proper chart field use and responsible for proper FOAP assignment.

  • Confirms all requisition information is accurate, complete and complies with policy and funding requirements.

  • On PO greater than $500, confirms Vendor has fulfilled the order by posting the receipt.

Approver

  • Role is assigned based on Banner approval queues.

  • Please Note:  Banner Finance access is a prerequisite for the Requestor/Approver role.

  • Based on assigned Banner FUND/ORG codes, Requestors/Approvers will have access to view financial activity through Banner Finance Self-Service, ePrint and Business Intelligence (BI) reports (i.e. Tableau, InfoAssist, etc.).

  • A completed Banner Finance Access Request will be required to enable user access.  Please access the Banner Finance Access Request Form.

  • Can shop and submit requisitions without assigning carts to Requestor.

  • Review requisitions for compliance and budget availability on unrestricted funds.

  • Confirms requisition information is accurate, complete and complies with the policy and funding requirements.

  • Ability to edit requisition within workflow.

  • Ability to approve, return, or reject requisition.

  • On PO greater than $500, posts receipts to authorize payment to vendor.

Can Hilltop Shop be accessed through my mobile device?

  • The mobile application is currently available to USF approvers only. 
  • Look on the Apple Store or Google Play.
  • Purchasing & Ancillary Services are closely tracking the evolution of the mobile application and will notify the USF community once additional functionality is available.

What if I have a new Vendor I want to do business with?

  • Please direct the vendor to the USF Vendor On-Boarding Request page. An overview of the process is provided along with the link to initiate the vendor on-boarding process.

SE Vendors: Shipping and Handling Guide

SE Vendor Shipping/Handling Fees
Amazon Free 2-day shipping on orders over $49.00
Office Depot

*Desktop Delivery
Bulk item convenience fee ($4.99 per case/ctn or $299 per pallet) applies to select break room items.

To minimize environmental impact, please place a minimum order of $50.

Staples *Desktop Delivery
To minimize environmental impact, please place a minimum order of $50.
Cairdea S&H fee varies by order.
BSN Sports S&H fee varies by order.
Apple Free Standard Shipping.
Heavyweight and Inside delivery must be prearranged. Additional fees apply.
Dell Free Standard Shipping.
Heavyweight and Inside delivery must be prearranged. Additional fees apply.
CDW-G Free Standard Shipping.
Heavyweight & Inside delivery must be prearranged. Additional fees apply.
Connection Free Standard Shipping.
Heavyweight & Inside delivery must be prearranged. Additional fees apply.
B&H Free Standard Shipping.
Heavyweight & Inside delivery must be prearranged. Additional fees apply.
VWR S&H fee varies by order.
Sigma Aldrich S&H fee varies by order.
Bio Rad S&H fee varies by order.
Grainger Free standard ground shipping.
Global Industrial S&H fee applies to select items.

*Desktop Delivery means item is delivered directly to location.