Workday’s Requisition approval workflow continues to function as designed; however, some submitters are expecting faster turnaround times than the system is intended to deliver.  To reduce confusion and ease pressure on individual team members, we are providing a refresher on the correct approval process.

Is a Supplier performing service or a repair on a piece of equipment? Using spend category SC1056 will flag your requisition as an exception item and possibly delay processing.

Instead, use Spend Category SC1264 Maintenance Contracts for equipment service/maintenance agreements or SC2128 Repair and Maintenance for one-off repairs and service calls. For more information visit the Special Items section of the Exception Items web page.

The Find Suppliers R1495 report has more new features! Suppliers can now be searched by Unique Entity Identifier for suppliers that provide them, as well as by multiple business contact emails, either full email (person@company.com) or partial email using the business domain (@company.com).

Introduction

Effective October 1, 2025, the Washington State Department of Revenue (DOR) implemented changes under Engrossed Substitute Senate Bill (ESSB 5814) that broaden the scope of retail sales tax to include certain services. 

Procurement Services, in collaboration with the Tax Office, issued an initial announcement about this law on September 2, 2025. This document provides follow-up guidance for the University of Washington (UW) Academy to help campus partners understand the changes and ensure compliance.

The tax-reporting season is fast approaching, and we need your assistance to be compliant with IRS Form 1099 reporting. As such, we need payment information for transactions that were made outside of the Workday accounting environments (these payments are most typically cash payments made to individuals participating in UW led research).

Workday now includes a feature to "copy" a Miscellaneous Payment. If you need to create an MP similar to a payment you have submitted previously, you can use this feature to create a new MP with the same information (Payment Type, Request Category, Amount, Line Items, etc.) To copy an MP:

Cardholders should set a weekly reminder to view the following reports to keep your verifications on track:

ProCard and Ghost Card cardholders: In the Workday search, enter “My Procurement Card Transaction Verifications.” In the pop-up leave the two date fields as they are. In the Verification Status field choose “Draft” and “In Progress.” This will show verifications that were sent back to you or that you started but didn't finish (Drafts). It will also show verifications that are still waiting for approval to know if you need to alert your approvers.

Suppliers can now be searched using the REF number from Supplier Request Form submissions for New Supplier requests. For recently onboarded suppliers (requested after July 1, 2025), simply enter the REF number (i.e., REF1234567) in the Supplier field of R1495; if your requested supplier has successfully registered, they will be found in the search results.

In Workday, worktags (including spend categories) can only be updated before the order is received and invoiced. Once a line has been invoiced, partially or fully, worktag information can no longer be changed via the Purchase Order - Change or Close Form. 

To correct worktags, submit a Journal Entry instead. Journal Entry request forms are available in the Connect Finance Portal—just search for “Journal” on the "Explore Request Forms" page.