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
- Workflows
- Purchasing Processing Time and Workflow
- Workflow Currently Under Construction
- ProCard Purchasing Workflow
- Redirects to 'ProCard Management in Workday' workflows
- Purchasing Processing Time and Workflow
- Frequently Asked Questions: General Purchasing
- 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 Purchasing and Accounts Payable 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.
Workflows
Back to TopPurchasing Processing Time and Workflow
The turnaround time for processing a purchase is 1-3 business days.
Workflow is currently under construction, keep an eye out for website updates via AST’s Newsletter.
ProCard Purchasing Workflow
Visit ProCard Management in Workday to view the ProCard Purchasing Workflow.
Frequently Asked Questions: General Purchasing
Back to TopIts 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: Wednesday, August 27, 2025