Skip to main content

Workday Purchasing Questions and Answers

How do I complete a requisition for a blanket purchase order (BPO)?

Submit and obtain approval for a Workday requisition. In the description field state "Blanket Purchase Order" or "Blanket Purchase OrderRenewal;" if a renewal list the old BPO number. In the total dollar amount list the amount of money you want encumbered. the beginning and ending dates, and a description of the products or services to be purchased.  It is also prudent to list individuals who are authorized to place orders against this BPO, and any other limitations the supplier should monitor. 

How do I add or update a supplier?

The supplier needs to go to the SReg site: http://suppliers.nevada.edu.  There the supplier can register and/or update the supplier's information.  In this way the supplier is responsible for inputting and maintaining its own information in a confidential environment. 

Can I get the bid process going even though I don’t have a budget set up for my purchase yet?

The bid process starts with a requisition.  Unless funding is available the requisition cannot be submitted.  In rare instances, the Purchasing Department may initiate the bidding process, but only with the approval of the institution's vice president for finance. 

I am not sure whether I need quotes or a bid or what process to follow. What should I do?

Contact a Purchasing Department Buyer or Purchasing Officer immediately to discuss the type of pricing that will be required.

What should be done if a foreign entity objects to NSHE’s terms and conditions?

If a foreign business takes exception to any of  NSHE's terms and conditions, once a PO has been issued to them, they should immediately contact  the Purchasing office and relay the particular term(s) and condition(s) that they take exception to so that it can be determine whether it is something NSHE would be willing to either waive, change or not agree to. The same goes for any U.S. Business or individual that receives a purchase order from NSHE. 

What is the process for an Honorarium?

When an honorarium is to be paid, include the following with the Workday requisitionin:
- Name of honorarium-related event 
- Date(s) of honorarium-related event 
- Date(s) of participation by the honorarium recipient 
- Role of honorarium recipient (e.g. guest speaker at a seminar, workshop or academic course; academic colloquium participant, etc.)
Individuals eligible to receive honoraria are those who are recognized authorities or experts in the
field of endeavor that is the subject matter of the honorarium-related event. The individual receiving the honorarium must provide a completed IRS Form W-9 form. Honorarium payments are allowable charges to federal awards if it is demonstrated that such payment was for a specific activity that benefited the research project. All expenses charged to a grant must be allowable per NSHE and Federal guidelines. Accordingly honorariums should be requested prior to the event in case an alternate method of payment is required. The payment of an honorarium may not be used in lieu of a consulting agreement or independent contractor as a means of paying compensation for professional services. Current NSHE employees may not be paid honoraria, and that payment of an honorarium to a former employee (within the last year) must have the prior written permission of the institution's tax accountant. 
Note: If Paying an honorarium to a non-U.S. citizen or non-resident alien working in the U.S. – contact the institution's tax accountant directly. 

What are the requirements concerning the use of Social Security numbers?

The request for SSN or other Taxpayer identification Number by NSHE is mandated by 26 U.S.C. 6041 and related IRS regulations.  Please be aware that NSHE collects Social Security Numbers from individuals, in lieu of a Federal Employer Identification Number (FEIN), if a FEIN has not been issued by the Internal Revenue Service for the individual-firm applying as a supplier with the NSHE.

How do I find my purchase order number in Workday?

Purchase Order numbers can be located several different ways. The most common would be to use the Find Purchase Orders report which can be filtered by supplier name, requester name, requisition number or other pieces of information you may know. If you are the requester of the goods/service, you can use the Purchases worklet to view requisitions you have submitted and through this report the PO number once created will be displayed. Also, if you search for the requisition number in the search bar and view the requisition, the PO number is notated in the Sourced Column of the PO line item(s).

How do I change the program, cost center etc on a purchase order?

Changes cannot be made to punch-out orders once the PO has been issued. For non-catalog purchases, a change order can be done to modify line information prior to receipt and invoicing only. Once the line has been received OR invoiced, in partial or in full, worktag information cannot be changed; including spend category. A journal entry must be submitted to correct the information after the invoice has been paid.

Is there a way to copy a purchase order in Workday?

Enter the requisition number (RQ-000000XXXX) in the search bar to locate the requisition. Select the requisition number to view the requisition information. From the related actions prompt off the requisition number, hover over the Procurement option and select Add to Cart. All items will be copied into a new requisition. Click Checkout to edit requisition details and submit requisition.

How do I delete a draft requisition?

To cancel a requisition once a requisition number has been assigned, enter the requisition number (RQ-000000XXXX) in the search bar to locate the requisition. Select the requisition number to view the requisition information. From the related actions prompt off the requisition number, hover over the Requisition option and select Cancel. Click OK to confirm cancellation of the requisition.

How do I close out the unused balance of a PO in its entirety?

Note: Closing a PO is used only when the remaining quantity of goods or services of all PO lines will not be received or rendered, and receipts or invoices have been created. This is different from a PO Change Order and PO Cancellation.

Department sends an email to bcnpurchasing@nevada.edu requesting PO # be closed. Email must include reason for closure and written communication (email sufficient) between the supplier and the department confirming the remaining goods will not be shipped or services will not be rendered.*

A PO is a legal binding document. Closing a PO is still a form of cancellation in which we must first ensure the supplier is in agreement with the cancellation and be sure the department is aware if the supplier will charge for cancellation or restocking charges.

The submitted request for PO closure will be reviewed and approved by Purchasing. Only Purchasing staff can cancel a PO in its entirety.

*Does not apply to Professional, Specialty and Consulting Services Contracts or Construction. Contact the Buyer directly.

Note: Closing a PO is final and cannot be undone.

How do I cancel a PO in its entirety?

Note: PO cancellation is used when no goods or services have been received or rendered, and no receipts or invoices have been created. This is not the same as a PO Change Order or PO Closure.

Department sends an email to bcnpurchasing@nevada.edu requesting PO # be cancelled in its entirety. Email must include reason for cancellation and written communication (email sufficient) between the supplier and the department confirming the supplier is in agreement with the cancellation.*

A PO is a legal binding document, therefore we must ensure the supplier is in agreement with the cancellation and be sure the department is aware if the supplier will charge for cancellation or restocking charges.

The submitted request for PO Cancellation will be reviewed and approved by Purchasing. Only Purchasing staff can cancel a PO in its entirety.

*Does not apply to Professional, Specialty and Consulting Services Contracts or Construction. Contact the Buyer directly.

Notes:

  •  A PO cancellation cannot be issued if there are any receipts or invoices processed against the PO.
  • Cancellation of a PO is final and cannot be undone.