Procurement Supplemental Guidelines
⚠️Under Contruction⚠️ Check back often for updates!
Provide essential resources, guidance, and procedures related to spend management, procurement, strategic sourcing, and contract management. It supports staff and faculty in making informed purchasing decisions, ensuring compliance with university policies and state laws, and promoting responsible stewardship of university funds. These articles are designed to streamline procurement activities, enhance transparency, and support efficient and ethical purchasing practices across campus.
This Procurement Essentials video provides a practical overview of how the procurement
organization supports your work and ensures purchases are made efficiently, compliantly,
and in the best interest of the organization. Viewers will learn the role of the procurement
organization, including how it partners with departments to plan, source, and manage
purchases.
The video explains what to expect during the procurement process—from identifying a need and selecting the appropriate purchasing method to contract execution and supplier engagement. It walks through supplier onboarding requirements and highlights why proper registration and documentation are critical before any purchase can be finalized.
You’ll also gain clarity on purchasing thresholds and methods, including when informal quotes, competitive solicitations, or other procurement approaches are required. The video covers the use of mandatory state contracts and cooperative contracts, helping you understand when these preestablished agreements must or can be used to save time and reduce risk. In addition, it explains sole source procurements, including when they are appropriate and the justification and approval required.
Other key topics include signature authority—who is authorized to sign contracts and
agreements.
Always pre-plan and coordinate with Procurement Staff as needed.
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TASK |
RESPONSIBLE PARTY |
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1.a. Ensure Supplier exists in Workday 1.b. If not, then check to see if the Supplier has a PaymentWorks invite 1.c. If not, then invite the Supplier to PaymentWorks for onboarding |
1.a.-c. Requisition Requestor |
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2. In Workday, create and submit requisition |
2. Requisition Requestor |
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3. Requisition is reviewed/approved |
3. Approvers with the Workday business process |
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4. Source goods/services - Workday issues a purchase order |
4. Workday automation or Procurement Coordinator |
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5. Create a receipt |
5. Requisition Requestor |
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6. Create supplier invoice |
6. Accounts Payable |
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7. Match invoice to purchase order and receipt |
7. Accounts Payable |
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8. Pay supplier |
8. Accounts Payable |