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Best Practices

Once we email the invoices on BPOs, do we need to go into Workday to reconcile after, like Ariba?

Once the invoice is uploaded to Workday, the department will have to Receive and then, it will go through an approval process that can include Central AP, a Grant Manager, and a PI before the invoice is paid.

One of my vendors received their Blanket PO yesterday, and today, emailed an invoice to me. Sholdn't the vendor submit the invoice to Workday or is there a new process with go live?

Per the guidance on the "For Suppliers" webpage, suppliers use the uwashington@ghxinvoicing.com email unless the supplier is integrated with GHX (suppliers should know whether they are integrated with GHX and this email does not apply).  UW is using a feature from GHX called eInvoicing and the email is to support that GHX einvoicing feature (thus, there is no process for suppliers to email invoices to Workday or log into Workday).

Do we need to convert to foreign dollars for travel reimbursement to Canada?

We are currently researching this question and look forward to having a definitive answer soon. 

Could you provide the weblink for the secure portal we used to use in Ariba for foreign national information, etc.? It used to be a direct link in Ariba, so we do not have it.

We are currently researching this question and look forward to having a definitive answer soon. 

We often purchase supplies from a foreign supplier for shipment to a foreign supplier. The variety of delivery location were not in Ariba. Has this been addressed in the new process? Additionally, foreign supplier to foreign site made for erroneous charge

We are currently researching this question and look forward to having a definitive answer soon. 

Will there be more information on how to cancel PO's?

Yes, a UW Connect intake form is in process and will be deployed, soon. 

Is there a list of the Spend Codes and descriptions available for procurement (similar to the old object code list)? The list available in Workday is all spend codes including transfers, central office only codes, etc., which is 1423 records long.

Please see Spend Category report in the UW Finance Portal. 

When we used P2Is, a submitter could enter the contract in the P2I in Ariba. In Workday, if we need a contract signed do we attached the unsigned contract in Workday? What key notes should we enter so that Goods and Services can sign the contract to pay t

We will have a contract review intake form available to campus soon (currently in progress). Until then, the contract review process for P2I is to manually send them via Connect or email to Procurement. 

What is the difference between new supplier and new customer request?

A Supplier is a business entity (external to UW) that sells goods and services for a price to a customer. UW-registered suppliers are those entities or individual contractors which have provided their federally-registered information for verification and been approved for use in Workday as part of the procure-to-pay process. 

If a BPO is issued to a "network" company but, then we receive invoices from multiple locations within their network, is this allowable? Or will we need to issue separate BPOs to each location (I assume it depends on whether they share a TIN?)

Much like Ariba, suppliers can determine how a company or different areas of a company transact with the UW. Some are large companies with a single procurement intake point and single invoicing or Accounts Receivable team, while others are divided by mailing locations or divisions, and whether they choose to use the legal entity Taxpayer ID Number (TIN) or a subsidiary TIN. When asking for quotes, etc., it could be beneficial to review the locations available in Workday (if access allows) and point the supplier to the "For Suppliers" webpage if they have additional questions and need to contact supplier administrators at UW for clarity.

Could we get a better understanding of the approval flow for when it's set-up but also, for when we're paying invoices?

We are currently researching this question and look forward to having a definitive answer, soon.

Can you tell us what (if any) important issues your team is experiencing from your perspective?

Use of UW Connect Finance has presented a significant learning curve, and all teams communicating within UWCF are bringing patience to their daily activities, utilizing office hours, and trying different methods of doing things within Connect to attempt to streamline and become as efficient as possible as soon as possible. We are definitely, learning together! 

Could you please go over what the action steps are for SIRs after they are submitted in Workday? Particularly after the approval is completed?

We are currently researching this question and look forward to having a definitive answer, soon.

Are there advisors from PCS on the training teams?

One of our training team members was formerly on the PCS team, and both work closely with PCS (they are under the same manager) to create content. 

As Linde Gas does not have a catalog anymore, the only way we can issue them POs now, is to get a quote each time. We aren't supposed to pay by ProCard, but it's far easier then getting custom quotes for each order with the volume we do.

We are currently researching this question and look forward to having a definitive answer, soon.

The job aids/user guides are very helpful. Will report information be added to them as well? Example: an ER disappears after moving away from the draft. We learned that we have to run a report to find them. The job aid/user guide currently does not have t

The job aids are being updated frequently by the FT team 

I am starting to work on ProCard reconciling but did not finish. Can we save and come back later?

Unfinished verifications should show as a "draft." To find drafts, see the guide on the ProCard web page here, under "ProCard News" https://finance.uw.edu/ps/how-to-buy/procurement-card

How can we look up contracted vendors to know who is on the catalog?

The catalog web page lists all the suppliers that have a catalog available in Workday at 

https://finance.uw.edu/ps/how-to-buy/ariba/catalog-purchases 

How do I purchase gift cards for employee recognition?

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

BPOs with services have a start and end date. Will Workday provide us with expiration notifications?

We are currently researching this question and look forward to having a definitive answer, soon.

If a vendor doesn't have a catalog that it used to, how do we order if we don't know prices?

You would obtain a quote from the vendor. If there is specific pricing, you may also contact the Procurement contract manager for that contract for assistance.

Is it possible to transfer the receiver on Workday BPOs?

We are currently researching this question and look forward to having a definitive answer, soon.

For questions regarding Workday such requisitions, existing BPO and etc., can we still send an inquiry to pcshelp@uw.edu?

Yes 

Is your vendor requesting a money order or cashier's check?

As a state institution, we do not issue money orders or cashier's checks.

Will we receive notification at some point before the BPO expires (ends)? Such as Ariba used to send us notification at set days before?

We are currently researching this question and look forward to having a definitive answer, soon.