University of Nebraska (NU) System's Procure-to-Pay System Hits Its Stride, Delivering Results Across Campuses

After a year of transition and challenges, the University of Nebraska System’s unified Procure-to-Pay system is achieving significant progress in streamlining procurement processes and improving service across its four campuses. Designed to modernize and unify how the university processes payments and contracts, P2P is now delivering meaningful efficiencies thanks to a focus on automation and user-centered improvements.

At the heart of P2P’s success is the adoption of the Ariba platform, a powerful tool that has transformed payment workflows. Prior to consolidating procurement in May 2021, all payment workflows were handled manually. Ariba now processes the majority of the university’s invoices, surpassing manual methods in speed and accuracy. Each month, over 23,000 invoices are handled through the system to vendors and individuals, with individual recipients benefitting from immediate payment capabilities.

In total, P2P manages over 275,000 invoices and 32,000 faculty and staff reimbursements annually. Recent increases in staffing have contributed to significant gains, including reducing reimbursement processing times to under three business days. These enhancements have strengthened the university’s ability to support its students, faculty, staff, and partners with timely and reliable financial transactions.

Additional innovations, such as transitioning from paper-based requests to electronic submissions, have further increased efficiency and reduced errors. Faculty, staff and students are increasingly opting for ACH transactions over traditional paper checks, a shift encouraged by the streamlined electronic system.

Ariba automation, which uses artificial intelligence, has allowed P2P to shift personnel resources to focus on other tasks—such as paying travel and non-travel expenses and finding process improvement opportunities—without compromising business and accountability practices.

Ninety-nine percent of faculty and staff are reimbursed using travel and non-travel expense reimbursement methods, which are submitted in Firefly. Expense reimbursements are automatically disbursed into the bank account that faculty and staff maintain in their personnel file. The average processing time from submission to approval is now less than three business days.

“The Procure-to-Pay system demonstrates how the University of Nebraska is leveraging technology to improve efficiency and service across campuses,” said Anne Barnes, Interim Chief Financial Officer for the NU System. “By automating processes, we’ve streamlined operations and reinforced our commitment to innovation and accountability."

Extraordinary stewardship and effectiveness is one of the five pillars in a new strategic planning process recently rolled out by University of Nebraska System president Jeffrey P. Gold, M.D.

"Extraordinary stewardship and efficiency are cornerstones of our vision for the University of Nebraska, touching every aspect of what we do—from academics and research to operational systems like procurement,” Dr. Gold said. “By embracing innovative solutions, we ensure that every dollar is maximized to support our mission.”

The P2P team has also prioritized communication and collaboration with the university community. Monthly user forums, a customer advisory council, and new executive councils on each campus provide platforms for feedback and continuous improvement. These efforts ensure that the system evolves to meet the needs of its users while maintaining compliance and operational excellence.

Despite early challenges in unifying procurement processes, the University of Nebraska’s P2P system is proving its value as a driver of efficiency. The strides made in automation and customer service highlight the university’s commitment to operational excellence and effective stewardship of public resources.