For purchases under $10k that don’t require a signature, the department can place the order, and they can either enter the invoice into Workday as a Supplier Invoice Request, or pay it with a purchasing card, after the items are received or services rendered. However, if the purchase is under $10k and a signature is needed a requisition will need to be filled in and processed through Central Purchasing for a signature.
Requisitions
“Departmental” Requisitions are used to:
- Initiate acquisition of goods and services by purchase order.
- Initiate acquisition of nonemployee labor for services subject to prevailing wage law (e.g., carpentry, electrical, plumbing), unless Purchasing Services provides authorization for a policy exception.
- Request payment of an invoice for goods or services ordered without authorization by exception to policy. See UPPM 70.20.
Some things to consider before creating a requisition:
To check to see if the supplier is already in the Workday system, at the Workday search box enter “Supplier: (vendor name).”
- If the link appears under the search box, nothing more needs to be done.
- If no link appears,
- contact the supplier and ask for a signed W-9 form for the company or
- if it is a single person, send an email to the person with the W-9 form attached and ask that they fill in and sign the form.
- After you receive the forms, either send them to EBOT and request that it be set up as a supplier in Workday or follow the instructions under the Supplier Invoices tab, “How to create a supplier”.
Will this requisition be a request to pay for a facility rental, a personal services contract etc.? If the answer is yes and the purchase will be under $10,000, then contact CAHNRS Contracts to have the contract prepared before the requisition is prepared.
If yes, contact Central Purchasing at purchasing@wsu.edu to find out how to proceed and what information will be needed.
- If the purchase is over $10,000 it is required that a quote is attached to the requisition. Usually a purchase over $10,000 requires three quotes. Check to see if the quotes are still valid and the date has not expired to receive the quoted price.
- If the purchase is under $10,000 no quote is needed.
- For more information on purchases $10,000 or more see the information at central Purchasing’s Direct-Buy Limit FAQs .
To get started see the Create Requisition tab.
Purchase Orders
Purchase orders (POs) are processed after a requisition has been approved. The purchase order is issued by EBOT and then sent to the person who requested the requisition so they can forward the PO as payment to the vendor.
After the goods or service has been received by the WSU department, the vendor will send an invoice to the department for payment. The department can either pay the invoice by purchasing card or submit the invoice as a Supplier Invoice Request and reference the purchase order number in the comments.
For items purchased over $10,000, Central Purchasing will work with the department on what documents are needed for the requisition and issue the PO after the requisition has been approved.
EBOT Info
Mailing Address:
PO Box 646248
Pullman, WA 99164-6248
Location: Hulbert Hall, Room 411D
Mail Code: 6248
Email address: ebot.support@wsu.edu