Work Order System Portal
Return to Financial Applications
The Work Order System Portal is a centralized location for submitting and managing work orders and internal recharges across various departments at UC Riverside. ITS manages the ServiceNow application that hosts the portal, and depending on the nature of the service, each unit that uses the portal may have its own process and billing contact.
Please note that Business & Financial Services (BFS) does not manage all Work Order Systems listed within the portal. As such, BFS can only respond to questions related to the Web Recharge functionality used for internal billing and fund transfers.
Researching Charges
As part of the monthly ledger reconciliation process, if you need to research charges for work orders or recharges submitted through the portal, refer to the step-by-step instructions in the Search Work Orders/Billing Inquiry guide. This resource will help you look up order details and track billing status.
If you still have questions about a charge, please go to the last tab to find the appropriate billing inquiry contact(s) for the specific service or department.
Web Recharge
Web Recharge is available within the Work Order System Portal and is provided by Business & Financial Services (BFS) to support efficient, transparent, and standardized service request and billing processes across campus. Used by over 120 Service Providers, Web Recharge helps ensure consistency in internal billing while maintaining strong accounting controls and audit trails.
The system allows:
- Departments to easily submit and track service requests
- Service Providers to define services and rates
- Accurate billing and reconciliation through integration with financial systems
Functionality
BFS is continuously improving Web Recharge to meet the evolving needs of the campus community. Below is a summary of recently released features and those currently in development:
✅ Request a New Service Provider - Now available. Departments can submit a request to onboard new service providers directly through the system.
✅ Template Billing - Deployed. Enables recurring or standardized billing templates for commonly used services. Training resources are currently being developed.
🟡 Service Provider Update Request Form - In testing. This feature will allow Service Providers to request updates to their service profiles. Deployment is expected soon. In the meantime, please submit a ticket if updates are needed.
🟠 Mass/Batch Billing - Coming soon! BFS is gathering requirements and working with departments to design this much-requested functionality.
Available Training Resources
To support Web Recharge users, we’ve developed training guides with videos:
- Requester – Covers the role and how to initiate work order requests.
- Fulfillers & Administrators – Covers managing requests, billing, and system controls.
- Search Work Orders/Billing Inquiry - Covers the steps to search for a Work Order that is on the ledger, or to review a charge to see the corresponding Work Order when conducting an audit.
- Request a new Service Provider – Covers the multi-step process that starts with requesting the service provider and then involves a series of approvers.
Reminder: All guides are posted in Training Resources—search "Web Recharge" to find them easily
Have Feedback?
Submit inquiries or enhancement requests through Finance and Administration Support under "General Accounting, Web Recharge, & NCTs."
|
Application Name (Work Order/Recharge System) |
Journal Source (on FTDR) |
Billing Inquiry Contact |
|
Phone Number |
|---|---|---|---|---|
| Facilities Services | Look for the Journal Reference column. The work order number is the Request ID, and always begins with WOxxxx. See Work Order Billing | Facilities Services. | fswobilling@ucr.edu | (951) 827-4214 | |
| Fleet Services | Fleet WO |
fleet@ucr.edu | (951) 827-2277 | |
| Mail Services | Mail Services WO |
mailservices@ucr.edu | (951) 827-6245 | |
| Multi-Media Recharge | Media Services WO | multimedia@ucr.edu | (951) 827-3041 | |
| Digital Print Services | Printing WO | printingrequest@ucr.edu | ||
| Receiving Services Request (Use for ScotSupply/ ScotSurplus) |
Storehouse | receivingservices@ucr.edu | (951) 827-3136 | |
| Web Recharge Request - Workers Compensation | Other WO | Kathy Mosley | kathy.mosley@ucr.edu | (951) 827-2337 |
| Web Recharge Request - International Scholar Center | Other WO | Fahd Mantara | mooda.mantara@ucr.edu | (951) 827-9261 |