Click on a question below to view the answer. Limit the results by entering a search term.

Best Practices

Are there advisors from PCS on the training teams?

One of our training team members was formerly on the PCS team, and both work closely with PCS (they are under the same manager) to create content. 

Do you have a document step-by-step to show how to create a new BPO?

Blanket requests are now a type of requisition. The entry for the BPO will be the same as the other requisition types. Refer to job aid, PRO-J-05 Requisitions for Requisition Requesters UWA and web page for requisition here: https://finance.uw.edu/ps/how-to-buy/workday/non-catalog-purchase-orders

The job aids/user guides are very helpful. Will report information be added to them as well? Example: an ER disappears after moving away from the draft. We learned that we have to run a report to find them. The job aid/user guide currently does not have t

The job aids are being updated frequently by the FT team 

How do we enter Ariba BPOs into Workday?

There is a training guide on the Procurement homepage at: https://finance.uw.edu/ps/

How can we look up contracted vendors to know who is on the catalog?

The catalog web page lists all the suppliers that have a catalog available in Workday at 

https://finance.uw.edu/ps/how-to-buy/ariba/catalog-purchases 

We are trying to create a BPO in Workday and it is giving us an error on the end date, which I thought you said wasn't needed.

An end date is required. Workday does not have a Final Invoice Date as Ariba did, however.

If a vendor doesn't have a catalog that it used to, how do we order if we don't know prices?

You would obtain a quote from the vendor. If there is specific pricing, you may also contact the Procurement contract manager for that contract for assistance.

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.

Are there warning notices sent by the system when orders are getting low on funding or approaching an end date?

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

For questions regarding Workday such requisitions, existing BPO and etc., can we still send an inquiry to pcshelp@uw.edu?

Yes 

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.

Is there an office supply catalog that has been loaded into Workday, yet?

Yes, Guy Brown is currently a catalog vendor in Workday. 

Is your vendor requesting a money order or cashier's check?

As a state institution, we do not issue money orders or cashier's checks.

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.

Is there a list of items that are exempt and require a justification? We have been using Lab Supplies (SC1092) and some were asked for a justification and some were not.

There is not a specific list; it depends on several factors: the vendor, the budget, the item being purchased, etc.  

Can you show what receiving for invoices will look like in Workday?

Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.

ProCard

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.