Requisitions and Purchase Orders
Marymount employees should submit a requisition in Workday, and receive an approved purchase order from Procurement, before purchasing goods and services over $1,000. Exceptions include:
- Travel and entertainment expenses purchased with a University procurement card
- One-time payments for consultants, royalties, honorariums, or similar, less than $10,000
Requisition Process
The expense process begins with the requisition. This is an internal request and approval for goods and services. It is required for all procurement-related purchases that are not paid by a commercial card.
All MU staff are assigned the Requisitioner role in Workday and can therefore initiate requisitions. The initiator of the Requisition is also responsible for entering Workday Receipts as confirmation that goods and or services were delivered.
The Workday Requisitioner role allows staff to initiate and submit the Create Requisition task in Workday.
It is important to note that the proper execution of the requisition directly impacts the speed at which:
- Goods and services are received
- Suppliers get paid
Getting Started
Below are a few things to consider before submitting the requisition
- Requesters/Requisitioners initiate requisitions in Workday on their own
- Am I purchasing goods or services?
- For goods, what’s the quantity I need.
- What supplier will I use?
- Is the supplier already registered in Workday? Suppliers must be in active in Workday before you can initiate a requisition
- How much of these goods or services will I need from that supplier, for the fiscal year? Requisitions may be created for a fiscal year if we can anticipate the amount of spending to be made with a particular supplier.
- What Worktags should I use? Correct Worktags (Cost Center, Fund Program, Purpose, and spend Category) for item(s) to be requisitioned/purchased.
- Is a contract required?
- Details regarding item(s) to be requisitioned/purchased? Such as quotes
How to Create a Requisition – Job Aid
Purchase Order Process
Once the requisition is approved, it is then turned into a purchase order (PO), which gives the department permission to purchase the goods or service. This in effect encumbers funds for the expense. The purchase order number must be submitted to the supplier, to include the same number on their invoices.
Purchase Orders can be for any amount and should be used in lieu of Supplier Invoice Requests when you have multiple invoices that need to be paid against it. Supplier Invoice Requests are typically created as one-time payments for consultants, royalties, and honorariums and should not exceed the $10,000 threshold witin the fiscal year for the same supplier.
