Supplier Invoices

• SC00121 Lecturer or Visiting Professor – use for speaker/presenter stipend or honoraria
• SC00118 – Other Purchased Services (i.e., lab analysis, other services that don’t fit any other spend categories)

University departments process the following transactions with a WA State Invoice Voucher PDF Form:

• Reimbursement of petty cash funds (see UPPM 30.50).
• Refund of a purchase paid by cash or check (see UPPM 30.55 and UPPM 30.59).
• Payment to an outside supplier (see UPPM 70.16, UPPM 80.24, and SPPM 3.16).
• Payment to a contractor, when a printed invoice is not available (see UPPM 70.21 and 70.50).
• Fee payment for a speaker or conference participant (see UPPM 95.25).
• Purchase of alcoholic beverages from the Washington State Liquor Store (see UPPM 70.29).
• Cash advance (see UPPM 40.21).

Note: A State of Washington Invoice Voucher may be used in lieu of an invoice (see also UPPM 30.45).

To create a supplier profile in Workday have the following information ready and follow the steps below.

• Signed W-9 form from the supplier.
• Contact phone number.
• Contact email address.

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Steps to Create a Supplier Request

Search “Create Supplier Request” task in Workday and complete the following information:

Contact Information Tab

• Phone
  • Phone number
  • Phone device
  • Check the Primary box
• Address as listed on the W-9
  • Address, City, State, and Postal Code
  • Check the Primary Box
• Email
  • Email address
  • Check the Primary box

Attachments Tab

• Attach the W-9 PDF file
• Submit the form.

Workday Notifications

A supplier invoice request may be created after the Supplier ID has been assigned. The supplier ID number will be listed in Workday Notifications when the Supplier ID number has been assigned.

Use the Supplier Change Request task for:

• Adding updated W-9
• Updating Remit-to address
• Adding banking information for direct deposit

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Supplier Change Request Steps:

To begin the Supplier Change request task:

• Search for the Supplier in Workday, take note of the Supplier ID.
• In a new browser tab or window, search Create Request in Workday.
• In the Request Type field in the pop-up, choose All > Supplier Change Request

Supplier Change Request Screen

• Describe the Request: Give a brief reason for the update. (Update/add remit-to address, update W-9, etc.)
• Supplier ID: Copy/paste the Supplier ID.
• Supplier Name: Enter the Supplier name.
• Select one or more types for this change request: Choose most appropriate option.

Attachments

• Attach the W-9 or other documentation provided by requestor to make this change.
  • For any permanent changes to a supplier, a W-9 must be submitted.
  • For permanent requests (new Remit-to-Address, payment types, banking info) attach the information provided by the company (invoice, email, etc.).
  • For remit-to-address changes, attach invoice with new remit-to address.

Additional Information

In the comment box, copy/paste text from “Describe the Request” field.

Standard Processing or Rush Screen

Indicate if this change request is Standard Processing or a Rush request. Provide a reason if the rush field is selected.

Finding a payment from the Supplier’s profile

1. Search the payment history for any supplier by searching “Supplier: NAME”.
2. At the supplier’s profile, click on “Invoices and Payments”.
3. Click on “Payments”.
4. The payment information will show up in a list under “Recent Payments”. The “Reference” column has the 6-digit check number.

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Finding a payment from the Supplier Invoice Request

1. Use the report “Find Supplier Invoice Requests”
2. Find the Supplier Invoice from the list of results to check the payment status.
3. Click the magnifying glass in the first column of the report.
4. At the View Supplier Invoice Request screen, click on the Supplier Invoice link under Additional Information.
5. At the next screen click on the Activity tab.
6. See the following payment information:
   • Payment Date is the date the check was mailed.
   • Reconciliation Status:
     • Unreconciled: The check has been sent to the supplier but has not been cashed.
     • Reconciled: The check has been cashed (the expense has hit WSU’s bank account and reconciled to the bank statement line).
     • Transaction Reference is the check number.

Note: If the check has not been received by the Supplier (and it has been long enough since the payment date that it should have arrived), it was likely lost in the mail. Contact EBOT if this happens, and we can assist in getting the check re-issued.