Supplier Information in Workday: Access and Change Monitoring

Overview

Supplier records in Workday Finance support purchasing and payment activities across the University. Because these records contain sensitive information—including legal business names, addresses, tax information, and banking/payment details—the University limits who can modify supplier information and monitors all changes to supplier records.

Effective Date: July 1, 2026

What Campus Users Should Know

Supplier Record Changes Are Restricted

Most campus users do not have direct access to edit sensitive supplier information. These restrictions are intentional and help reduce the risk of:

  • Payment errors
  • Misdirected payments
  • Supplier fraud
  • Accidental overwriting of validated supplier information

Some Workday Actions Can Affect Supplier Data

In certain situations, supplier information may be updated indirectly through other Workday business processes. These updates are treated the same as direct changes and are subject to the same monitoring and review.

Supplier Changes Are Monitored

All updates to supplier records are tracked and reviewed to ensure they are:

  • Supported by a valid business purpose
  • Properly authorized
  • Investigated and escalated when unexpected or unusual

Adding or Updating a Supplier

If you need to add a new supplier or request changes to an existing supplier record:

  1. Complete the Supplier Request Form using the University's established supplier request process.
  2. Provide supporting documentation for the requested change, such as:
    1. Updated address information
    2. Banking documentation (when applicable)
    3. Other required supporting documents
  3. Allow time for required verification steps. Most supplier updates require validation to help protect both the University and its suppliers.

Why This Matters

Supplier records support critical financial processes across the University, including:

  • Purchase orders and invoices
  • Supplier payments
  • Tax reporting
  • Financial audits and compliance reporting

Restricting access to supplier records and monitoring changes helps safeguard the University, maintain accurate supplier information, and reduce the risk of fraud.

Need Help?

If you have questions or need assistance, contact pcshelp@uw.edu.