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 procurement 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 on a Requisition (RQ) in Workday. The RQ will need to route to Purchasing Services 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, search “Supplier: (vendor name)” in the Workday search bar.
- If the supplier appears as a search result (and there is not a “(Hold)” next to their name), no further action is needed
- If no result appears, or if there is a “(Hold)” next to the search result
- contact the supplier and ask for a signed W-9 form for the company, or
- if it is a individual person, send them an email with the W-9 form attached and ask that they fill in and sign the form.
- Ask that the person does not fill out their Social Security Number (SSN) on the W-9 form before emailing it to you. Once they email you the form, they can give you a call so that you can fill it in on your end. We do not want to send SSNs over email, as it is not a secure method of communication! Please ask EBOT if you have any questions.
- After you receive the W-9 form, either send them to EBOT and request that they 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 follow the contract process.
If yes, contact Central Purchasing at purchasing@wsu.edu for guidance on if the purchase is subject to prevailing wage, and what information will be needed if so.
- 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 have not expired to receive the quoted price.
- 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 to place the order with the vendor.
After the goods or services have 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 to EBOT for payment. A Supplier Invoice Request cannot be used to pay for invoices for orders placed via PO. Please ask EBOT if you have any questions!
For items purchased over $10,000, Central Purchasing issue the PO and send it to the supplier to place the order.
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