Catalog
Online catalog purchasing will soon be available in Workday. Your department may find it easiest to order without the Administrative Support Team (AST). If you need assistance, AST can provide this service.
Non-Catalog
When an item is not available in catalog, purchases can be paid for by ProCard or via vendor contracts or invoices.
On this Page...
- Resources
- Purchasing Form Checklist
- Determining How Buy or Pay for Goods or Services (Decision Tree)
- Workflows
- Purchasing and Accounts Payable Processing Time and Workflow
- ProCard Purchasing and Verification Workflow
- Redirects to 'ProCard Management in Workday' workflows
- Frequently Asked Questions: General Purchasing
- How do I order office supplies in Workday?
- When buying or paying for goods or services, how can I determine which purchasing method is best for our situation?
- How do I receive an order?
- How do I adjust an existing receipt?
- What should I do if I don't receive something that AST ordered for me?
- What happens if I have to return something that AST ordered for me?
- What should I do with packing slips?
- Frequently Asked Questions: ProCard
- Redirects to 'ProCard Management in Workday' guide
Resources
Back to TopPurchasing Form Checklist
Before filling out Administrative Support Team (AST)'s Accounts Payable and Purchasing form — to request a purchase, ensure you have the following information and documents:
- Foundation Data Model (FDM) worktags
- Item(s) to be purchased
- Supplier name
- Quote (if applicable)
Updating a purchase? Complete Procurement's Purchase Order - Change or Close form.
Determining How Buy or Pay for Goods or Services
There are four main ways a department can buy or pay for goods or services. Below is AST's decision tree to guide departments to understand the best options based on their situation.
The following decision tree image links to a PDF where you can scale to your liking.
Workflows
Back to TopPurchasing and Accounts Payable Processing Time and Workflow
The turnaround time for processing a purchase is 1 – 10 business days.
The following workflow image links to a PDF where you can scale to your liking.
ProCard Purchasing and Verification Workflow
Visit ProCard Management in Workday to view the ProCard Purchasing and Verification Workflow.
Frequently Asked Questions: General Purchasing
Back to TopCatalog purchases are considered the fastest order method and are the recommended order method for purchasing goods at the UW.
If you have the “Requisition Requester” security role, you can order office supplies (e.g., bluebooks, kitchen supplies, etc.) in Workday by entering a requisition via the catalog workflow. Two popular catalog options for office supplies are Office Depot and Guy Brown.
For additional information and support, check out the following resources:
- AST's Purchasing and Accounts Payable Workflow (to see the process of purchasing from the catalog)
- Procurement Services overview on Catalog Purchases
Great question, you can refer to AST’s Guide to Buying or Paying for Goods/Services.
Its the job of Requisition Requesters within departmental units to receive orders. When you receive for an order, it is important to understand that you are not paying a specific invoice. Rather, you are approving an amount of money to be released for payment of invoices for that order. Receiving will be required for most order types. This is done by creating a receipt in Workday, follow AST's guide How to Create a Supplier Receipt in Workday. For more information on receiving for orders, relevant reports and training review System Receiving for Orders by Procurement Services.
Follow the How to Create a Receipt Adjustment steps in the 'How to Receive in Workday (UWA)' job aid. UW NetID login required.
Contact our team as soon as you discover the problem.
The team will return it for you. Please contact us.
You do not need to keep a local copy of a document (e.g. packing slips, receipts, invoices) you've uploaded (or attached) to Workday Finance. We strongly recommend disposing of the local copy after uploading (or attaching) it to Workday Finance. Keeping the local copy means your office has to produce it in the event of public disclosure proceedings, litigation (including reasonably anticipated litigation), investigation and audits. And it gives you one more place to search for records that can be found in Workday for the full retention period. Don't hesitate to reach out to Records Management Services with any questions regarding record management by contacting recmgt@uw.edu.
Note: Please avoid uploading any attachments that contain sensitive information (such as SSN), Protected Health Information (PHI) or Personally Identifiable Information (PII).
Frequently Asked Questions: ProCard
Back to TopProCard are tricky so we have created the 'ProCard Management in Workday' guide to cover:
- A brief overview of the ProCard approval flow
- Step-by-step instructions on how to set-up Workday inbox filters to locate and verify ProCard transactions
- A link to the ProCard management job aid
- Answers to commonly asked ProCard questions
For Further Support
Back to TopReach out and we will route your questions, comments, and/or ideas to the appropriate subject matter experts on our team and keep an eye out for monthly updates via AST's Newsletter.
Last Updated: Friday, October 24, 2025