Procuring Goods and Services

To pay a supplier for goods or services that have not yet been received, start by submitting a requisition through the 鈥淐reate Requisition鈥 task in Workday to obtain a valid Purchase Order (PO). Once the PO has been issued, and the goods or services, along with the invoice have been received, use the 鈥淐reate Receipt鈥 task to process the invoice for payment. The "Create Receipt" task requires that an invoice and Proof of Delivery for goods must be attached.

Proof of Delivery 

When submitting invoices for goods, you must provide one of the following as documentation of proof of delivery:

  • Confirmation of delivery from a third-party shipper (FedEx, UPS, etc.) via their tracking number that shows the delivery date
  • Confirmation of delivery from 51吃瓜网万能科大 Delivery Services

Exception - Suppliers who deliver their shipments (Ex: Cintas, Sysco, etc.): 

The invoice date is most often the shipment/delivery date for the goods and the invoice is received at the time of the delivery. The following are acceptable proof of delivery for this method with confirmation from the department:

  • Invoice indicates a delivery date or that the items were picked up
  • Invoice indicates delivery via their own truck

Proof of delivery is not required for invoices submitted for services. However, confirmation that the services have been provided must be included on the receipt.

After the Fact Invoices

To pay a supplier for goods or services that have already been received without having a Purchase Order in place, submit the invoice through the 鈥淐reate Supplier Invoice Request (SIR)鈥 task in Workday. This type of transaction is categorized as an 鈥淎fter-the-fact鈥 (ATF) purchase. A detailed explanation of why a purchase order was not used must be included to process the payment as this type of purchase circumvents established purchasing policies.

Supplier Invoice Requests may not be used to circumvent established Purchasing policies and procedures. Individuals who do not follow Purchasing policies and procedures or submit ATF supplier invoice requests may be held personally liable.

Invoices Exempt from Purchase Orders

Certain invoice types have been pre-identified as items that do not require a purchase order. These are not marked as ATF purchases. These invoices can be paid through the 鈥淐reate Supplier Invoice Request鈥 task. The following invoice types are exempt:

  • Accreditation fees
  • Copywriter fees
  • Legal fees
  • Institutional licenses
  • Professional licenses & associations
  • Membership fees
  • Notary fees
  • Publication fees
  • Sponsorships
  • Software maintenance agreements
  • Subscriptions
  • Barnes and Noble
  • Aramark catering payments
  • NSHE Board of Regents (other NSHE Institutions)