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Best Practices

How do we know something has had central review?  We have submitted two reqs: One under $10k that immediately generated a PO.  Another over $10k that appears done, but we do not see a PO.

You may check the “Process History” tab for the routing status. A PO number will also appear in the “Sourcing” column on the line items when a PO has been issued.  

Are there inbox notices when an invoice is applied to an order, or are we expected to manually check orders so that we know when to receive? Also, is the timing of receipt important like it was in Ariba?

See guidance, above.

If you close an order in Workday, does that liquidate any remaining encumbrance on the budget?

We are currently researching this question and look forward to having a definitive answer soon. 

In the new Workday BlanketPO request, do we have the ability to make modifications - change dates, add funds, add contacts/editing users - after it has been approved?

Changes in Workday may only be done by the Procurement Contract Managers. You can submit those requests to our team, directly. Subaward changes and requests will come from OSP to Procurement.

After we complete the order and a PO has been issued, how does the PO number transmit to the vendor?

All Purchase Orders are transmitted via email by Workday except catalog vendors, which are sent electronically via GHX. 

Alot of subaward POs have been converted. Are those Workday POs now, open to subrecipients for invoicing? Their status says "issued" and it is unclear what it means.

A PO status of "Issued" means that it has been sent to the vendor and is available for invoicing.

If we have an urgent PO stuck in “draft” status, should we cancel and order on ProCard instead?

Contact the contract manager to correct the PO in order to avoid duplicate orders.  

Does Workday have an option to send email reminders about low available balance or the BPO ending soon?

We are currently researching this question and look forward to having a definitive answer, soon.

How can we order Digi-Key now? They used to be catalog. We imported the item list to purchase so that we don’t have to enter each items (sometimes we have 50 + items). I am assuming it is non-catalog order. Can we import the items in Workday?

You may order directly from Digi-Key on a purchase order using a quote.  

The directions are not clear on what to enter in Workday to "link" a BPO from Ariba to Workday if the dollar amounts stay the same. However, what additional notes are required if the old BPO needs more funds added?

Additional funds should be added via change order, rather than to the initial replacement BPO. This is to make the audit trail and added scope trail clear for accounting purposes.

When we used P2Is, a submitter could enter the contract in the P2I in Ariba. In Workday, if we need a contract signed do we attached the unsigned contract in Workday? What key notes should we enter so that Goods and Services can sign the contract to pay t

We will have a contract review intake form available to campus soon (currently in progress). Until then, the contract review process for P2I is to manually send them via Connect or email to Procurement. 

For Subawards at UW Bothell, is the process the same as OSP at UW Seattle? Did the Ariba open subaward BPO for UW Bothell get converted to Workday by PCS?

There is not a separate different process for UW Bothell or UW Tacoma subawards. They were included in the conversion effort, but you should still check them in Workday to ensure they converted correctly.

How do I purchase gift cards for employee recognition?

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

If a BPO is issued to a "network" company but, then we receive invoices from multiple locations within their network, is this allowable? Or will we need to issue separate BPOs to each location (I assume it depends on whether they share a TIN?)

Much like Ariba, suppliers can determine how a company or different areas of a company transact with the UW. Some are large companies with a single procurement intake point and single invoicing or Accounts Receivable team, while others are divided by mailing locations or divisions, and whether they choose to use the legal entity Taxpayer ID Number (TIN) or a subsidiary TIN. When asking for quotes, etc., it could be beneficial to review the locations available in Workday (if access allows) and point the supplier to the "For Suppliers" webpage if they have additional questions and need to contact supplier administrators at UW for clarity.

What is the process of new subawards? Please show live or screenshots. Do we create a new account in Workday first, like we did in Ariba? Would that be in the "Create Requisition?" Or is there a "Create Supplier?"

A subrecipient must be both a Supplier and a Subrecipient in Workday. Follow instructions on adding a new Supplier. The subrecipient must also be designated as a subrecipient in Workday. If your subrecipient is not designated as a subrecipient in Workday, send an Award Portal request to Grant & Accounting (GCA) to request designatioin of anew subrecipient. Note: Entity must already be a Supplier in Workday. If the subrecipient is not in SAGE, have your subrecipient complete the New Subrecipient Entity Certification Form then, send that form to OSPsubs@uw.edu

Could we get a better understanding of the approval flow for when it's set-up but also, for when we're paying invoices?

We are currently researching this question and look forward to having a definitive answer, soon.

I thought there was a team re-entering the Subawards that had been in place at the end of Ariba. Are we responsible for re-entering all of our own Subaward BPOs?

As part of the data conversion at go-live, Workday Supplier Contract & PO were created for open, active subaward BPOs in Ariba. The Workday PO number is the same as the Ariba BPO number. Please note, there are some Supplier Contracts and/or POs that could not be automatically created. Procurement and OSP are working on a process to address these situations and will communicate details as soon as possible. Please do not create a PO in Workday. Subaward POs have their own business process.

Could you please go over what the action steps are for SIRs after they are submitted in Workday? Particularly after the approval is completed?

We are currently researching this question and look forward to having a definitive answer, soon.

When I find a subaward BPO in Workday, how do I look up invoices (assuming issued) associated with the subaward? Is it in any of the action tabs?

You can type the supplier's invoice number in the Workday Search field and the SI Invoice number will come up if the invoice has been submitted. The purchase order will also show as partially invoiced, and you can see the invoice number on the line-item detail.

Do we account for tax or not, when receiving against a blanket request?

See guidance, above.

As Linde Gas does not have a catalog anymore, the only way we can issue them POs now, is to get a quote each time. We aren't supposed to pay by ProCard, but it's far easier then getting custom quotes for each order with the volume we do.

We are currently researching this question and look forward to having a definitive answer, soon.

What do we do if a subawardee submitted an invoice in Ariba, but it's not been paid, yet?

Please contact PCS Help (pcshelp@uw.edu) and they can check payment status for you and determine if the invoice needs to be resubmitted.

For new supplier/vendors for whom we have submitted a request to be added to Workday, what is the email address that they will receive instructions from? We want to let them know ahead of time so they can be sure to get set-up properly in the system.

The invite is issued from UW supplier administrators but the sending email could be more than one or could change in the future, and should not be relied upon a permanent. Suppliers can be informed that the invitation is 1) issued with a subject line of "Invitation to Join the University of Washington Supplier Community," 2) is UW-branded to avoid an appearance of spam, and 3) includes the name of the supplier in the email content as it was identified by the unit in the Supplier Request Form.

Suppliers who submit an unsolicited registration (i.e., the link to register was obtained without a Supplier Request Form and therefore, without an official invitation from supplier administrators) are not processed.

I have an outstanding invoice uploaded to Ariba. I received the invoice however, there was not enough funds to reconcile. In order to pay the invoice, I would need to increase the BPO. How should I handle this?

It depends on what type of BPO it is. If it is a Non-Sub Award BPO, and the BPO is continuing, and additional invoices are expected, you should create a new BPO in Workday.

If on a Sub Award, check to see if the BPO transitioned to Workday and then, you will either need to submit a change request through SAGE or request a new BPO through SAGE. Work with GCA or OSP.

I am starting to work on ProCard reconciling but did not finish. Can we save and come back later?

Unfinished verifications should show as a "draft." To find drafts, see the guide on the ProCard web page here, under "ProCard News" https://finance.uw.edu/ps/how-to-buy/procurement-card