Procure to Pay FAQs

This article covers frequently asked questions about the procure-to-pay process in Workday.

Overview

This article covers frequently asked questions about the procure-to-pay process in Workday. 

1. If Getting Started: What You Need to Know
2. Roles & Responsibilities 
3. Choosing the Right Purchasing Path
   • Catalog Requisitions (Easy, Fast, and Preferred)
   • Non-Catalog Requisitions (For All Other Needs)
   • Procurement Card (PCard)
   • Travel Card
   • Supplier Invoice Request
4. Expense Reports and Reimbursements
5. Tools & Resources
6. Policy Compliance & Best Practices

 

If Getting Started: What You Need to Know

Question 1 - What is the Procure-to-Pay process?

It covers everything from identifying a need, submitting requisitions, receiving goods or services, and ensuring vendors are paid through Workday

Question 2 - Why do I need to submit a requisition?

Requisitions encumber funds, enable the three-way match (PO, receipt, invoice), improve budget accuracy, and support smoother future purchasing.

Question 3 - What is the difference between a reimbursement and a payment?

Reimbursements repay individuals who used personal funds for approved business expenses via Expense Reports. Payments are made directly to suppliers or service providers using Supplier Invoice Requests.

Question 4 - What is the 3-way match?

Payment proceeds only when PO, receipt, and invoice match.

Question 5 - What happens if there is a mismatch in the 3-way match?

If the purchase order, receipt, and invoice do not match, Workday flags the issue requiring manual intervention before payment can proceed.

 

Roles & Responsibilities

Question 1 - Who are the key Workday roles involved in the Procure to Pay process?

Key Workday roles include Procurement Specialists (Level 1 and Level 2), Cost Center Managers (CCMs), Accounts Payable (AP), Central Procurement, and Office of Planning & Budget (OPB).

Question 2 - What are the responsibilities of Procurement Specialists?

• PSL1 handles requisitions up to $5K, supplier setup, PCard management, and serves as primary contact for departments.
• PSL2 manages requisitions up to $50K, contracts, and supports procurement at a higher level.
• Both ensure policy adherence, assess value, support financial planning, and stay current with training.

Question 3 - What do Cost Center Managers do?

CCMs review and approve expenses, monitor budgets, ensure compliance with policies, promote accountability, and escalate questionable transactions when needed.

Question 4 - What is the role of Accounts Payable (AP)?

AP processes invoice payments, ensures compliance with payment terms and three-way match, manages check/ACH runs, reviews expense reports, and assists with audit readiness.

Question 5 - How does Central Procurement contribute?

They lead strategic sourcing, vendor management, provide guidance to Procurement Specialists, and manage the University Credit Card (PCard) program.

Question 6 - What is the function of the Office of Planning & Budget (OPB)?

OPB provides budget oversight, supports CCMs with budget questions, and helps route approvals appropriately.

Question 7 - How are Workday roles assigned during job transitions?

Roles like PSL1, PSL2, and CCM automatically route to the next person in the cost center chain until filled. Some roles require direct assignment by OPB contacts.

 

Choosing the Right Purchasing Path

Catalog Requisitions (Easy, Fast, and Preferred)

Question 1 - What are Catalog Requisitions?

Purchases from pre-approved supplier catalogs like Amazon, Staples, Grainger, B&H Photo, etc.

Question 2 - Who can use them?

Any employee.

Question 3 - How do I create one?

Use the Requisition App in Workday to connect to the supplier catalog and submit.

Question 4 - What happens next?

Once approved, a PO is generated. After delivery, complete the receipt task in Workday (“OK to Pay”).

Question 5 - Why use catalog requisitions?

They reduce workload, leverage negotiated contracts, and ensure compliance.

Question 6 - What should I include in the internal memo field?

Indicate who/what the order is for, and any project information to support reporting. This is for you and your department’s benefit if you are interested in drilling beyond the spend category for internal reporting use (e.g., event A, event B, student trip A, student trip B)

 

Non-Catalog Requisitions (For All Other Needs)

Question 1 - What are Non-Catalog Requisitions?

Purchases not available in catalogs, like services or unique vendor items.

Question 2 - How do I create one?

Work with the vendor to gather information, then enter a requisition in Workday with supporting documentation.

Question 3 - Can I submit for recurring services?

Yes, submit one requisition covering the fiscal year.

Question 4 - What if I have an old contract?

Create a requisition for the current fiscal year amount only.

Question 5 - How do I receive non-catalog purchases?

Receive goods by quantity and services by dollar amount in Workday.

Question 6 - What reports help track requisitions?

Use the Requisition App or “UR Financial Transactions Status Report.”

 

Procurement Card (PCard)

Question 1 - When should I use a PCard?

For vendors requiring credit cards, small consumables, snacks, dues, subscriptions.

Question 2 - Can I pay invoices with a PCard?

No.

Question 3 - How do I verify PCard transactions?

Weekly in Workday using “Verify Procurement Card Transactions.”

Question 4 - What if the charge is split across projects?

Use cost allocation fields during verification.

Question 5 - What reports help manage PCard activity?

"UR Spend Categories” helps confirm spend categories.

 

Travel Card Supplier Invoice Request

Question 1 - When should I use a Travel Card?

For travel-related expenses like flights, hotels, registration, meals.

Question 2 - What should I avoid using it for?

Invoices, subscriptions, or catalog items.

Question 3 - How do I reconcile Travel Card expenses?

Use the Expense Report Module in Workday.

Question 4 - Can someone else submit my expense report?

Yes, with the appropriate Workday role.

 

Supplier Invoice Request

Question 1 - What is it?

A rare method used when no PO exists—typically for honoraria or unexpected invoices.

Question 2 - When is it appropriate?

Only when a PO doesn’t exist and the supplier expects immediate payment on a legitimate invoice or it is an honoraria payment (e.g., honoraria, ad hoc cases).

Question 3 - How do I start the process?

First, confirm if the supplier exists in Workday. If the supplier isn’t registered in Workday, complete the “Create Supplier Request” in Workday. AP will then contact the supplier directly to collect the required information. Once supplier is set up, completed “Create Supplier Invoice Request.”

 

Expense Reports and Reimbursements

Question 1 - What qualifies as a reimbursement?

Repayment to individuals for approved business expenses paid personally.

Question 2 - How do I submit one?

Submit an Expense Report in Workday. Designated employees submit for students and job candidates.

Question 3 - Can I get reimbursed for services?

No. Services require a Supplier Invoice Request.

Question 4 - Are there deadlines?

Submit within 60 days of the expense or trip end (IRS requirement).

Question 5 - Tips for travel reimbursements?

Use per diem unless hosting; itemize hotel receipts; submit spend authorization for group travel.

Question 6 - How often are reimbursements processed?

Twice weekly—Tuesdays and Thursdays.

Question 7 - Can I submit right after an expense?

Yes.

 

Tools & Resources

Question 1 - What is the Requisition App?

It centralizes requisitions allowing you to view, filter, edit, and track status of your submitted requisitions.

Question 2 - Can I track my POs and invoices?

Yes. Use the Requisition App and reports like “UR Requisition Status by Organization” and “UR Supplier Invoice Status.”

 

Policy Compliance & Best Practices

Question 1 - Why is compliance important?

It ensures financial stewardship, risk reduction, and transparency.

Question 2 - What should I consider before making a purchase?

Confirm business purpose, value, compliance with policy, and budget availability.

Question 3 - What happens if I don’t comply?

Transactions may be delayed, rejected, or escalated.

Question 4 - What’s changing about procurement culture?

More segregation of duties, visibility for budget owners, and communication with vendors.

Question 5 - How should I handle documentation?

Attach quotes, memos, and emails explaining the business purpose to requisitions/expenses.

Question 6 - Tips for timely payment?

Complete receipt promptly and don’t wait for system notifications.

Question 7 - How can I support budgeting?

Use requisitions to encumber funds, enter recurring charges early, and collaborate with OPB.

 

See Also

Procure to Pay