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 “Create Requisition” 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 “Create Receipt” 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 

Departments are responsible for confirming that all invoiced goods have been received and are in proper working condition prior to submitting for payment. Separate proof of delivery documentation is not required when submitting the invoice for payment. However, by submitting the receipt and invoice, the department confirms that the goods have been verified.

Verifying the delivery dates of goods and the dates services were rendered is essential during fiscal year-end. At year end, the Controller’s Office will verify these delivery dates on a sample basis and will request proof of delivery for certain invoices during the year-end period in July, August, and September. Departments are responsible for retaining records to provide proof of delivery when required for the financial statements or audit requests.

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 “Create Supplier Invoice Request (SIR)” task in Workday. This type of transaction is categorized as an “After-the-fact” (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 “Create Supplier Invoice Request” 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)