Workday Resources

Any purchase of an item that is considered inventory must include at least one of 27 Equipment spend categories. The spend category will ensure the approval chain includes someone from General Accounting, and that the item receives a UA Little Rock property tag. Inventory is defined as:

• Capital Equipment. Any item of furniture or equipment or any tangible property with a useful life of at least two years which has a unit cost or donated value of $2,500 or more, including taxes, freight, and installation charges. This definition includes vehicles and equipment procured on a capital lease.
• Equipment. An item of a movable nature, which has an expected useful life of two years or more, is non-expendable and maintains its identity when it is incorporated into a larger or more complex unit.
• Low-Value Assets. Equipment with a cost or donated value less than the capitalization threshold but greater than $500.

Banner 9 to Workday Crosswalk Downloadable PDF

No changes will be made to the bid process at this time. If this process changes, a campus-wide notice will be sent.

Known Change to Credit Card Procedures

If a cardholder or liaison will be making grant-funded P-card transactions, a spend authorization must be submitted. A spend authorization is initiated by the worker, not the manager. Managers take action on spend authorizations after they are submitted for approval. 

Three purchase methods are available in Workday—catalog, non-catalog, and punchout. The type of supplier you’re using determines which method of purchase you use. 

Note: Blanket purchase orders are no longer available. A crosswalk showing the Workday equivalent of legacy blanket purchase orders can be found here. 

UA Little Rock logoed (campus, college, or department level logos) items must be acquired by following one of three procedures: Competitive quote bid, cooperative contract, and formal bids. Documents from competitive quote bids and cooperative contract quotes must be attached to the requisition in Workday. To obtain approval on promotional or trademark purchases the Promotional Items and Trade-Mark Licensing PO requisition type must be used. Please review the additional information on promotional purchasing before starting a requisition. 

To indicate that ordered goods/services were received and ready for payment, departments must create a receipt in Workday. To do this follow the Create Receipt process.  

Departments should also run a report once a week to identify POs that still need a receipt created. The Workday report is called RPT – Supplier Invoices in Match Exception – Missing Receipts.

The first step taken when commodities or services are needed is the submission of a requisition. This business process (cradle-to-grave shown below) begins and ends in Workday. Clicking steps 1 and 5 will open the QRG provided by the Project One team. Step 2 is completed by approvers, and steps 3, 4, 6, 7, and 8 are completed by central finance departments. 

Finding, Editing, and Canceling Requisitions

If changes are needed to a requisition, and it has not made it through the approval chain to Procurement Services, the initiator can access the requisition, make the necessary changes, and resubmit the requisition. 

To find and change or cancel a requisition in Workday, search for, and select, ‘My Requisitions’, enter any search criteria to narrow down your results (optional), and click “OK.” From the ‘My Requisitions’ page, you can:

• Create a requisition
• View details of previously submitted requisitions
• Access supplier information
• Access purchase order details
• View the request status of requisitions
• Edit ‘in progress’ requisitions

Keep in mind that a requisition, if changed, must go back through all levels of approval. Requisitions can still be changed at the buyer level. 

Do Not sign for any goods or services without inspecting the products first. If damaged goods are signed for, they cannot be returned. After looking over products, if items are damaged or incorrect items were received, departments can create a return in Workday.

Previously known as vendors, suppliers are a business entity from whom you purchase goods or services. Suppliers are shared across all UA System institutions. 

Missing Suppliers in Workday

To support the UA System’s goal of supplier harmonization, most suppliers were not converted to Workday. We have been charged as a campus to collect current supplier information and submit requests for their creation in Workday as needed. 

Adding New Suppliers and Updating Existing Suppliers

If you need a supplier added, see the QRG for instructions. Any supplier that is already in Workday can be updated by following the Change Supplier Details QRG.

Guest of State (Travel)

Please note that guests of state will no longer be processed as suppliers in Workday. Departments will need to create an external committee member in Workday. Procurement will be providing further information in travel training sessions.

To obtain approval on technology purchases (computers, tablets, network devices, software, software licenses, software-as-a-service, etc), the  IT-related purchase requisition type must be used. This will automatically route the requisition to IT services for approval. Any technology requisition that does not receive approval will be sent back to the initiator with a note indicating that IT Services approval is needed. 

Workday is vastly different from Banner, and while many processes and methods of purchase still exist, they have changed. Please review the information below to learn more about procurement procedures in Workday.

• The UA system has created a Workday intranet page with additional resources and information.
• Computer-based training for procurement tasks in Workday is available via UA System Intranet Workday Training.
• You may also access training modules for both assigned and self-guided lessons while logged in to Workday Learning.
• Step-by-step guides and virtual training sessions customized to UA Little Rock are available upon request. Email procurement@ualr.edu to request guides or a virtual training session.

Pre-approval is required for all travel and can be obtained in Workday through the Spend Authorization. Cash advances can still be requested when traveling, see the cash advance quick reference guide for instructions. *Covid-19 travel guidelines supersede the regular pre-approval process. Attach Vice-Chancellor approval to travel as per the Return to Campus Guide to all out-of-state spend authorizations.

The process of requesting a spend authorization is initiated by the employee as self, or in some cases, the department’s Expense Data Entry Specialist. Managers take action on spend authorizations after they are submitted for approval.

Reimbursements for travel and non-travel expenses are requested with an expense report. If an employee would like to be reimbursed for out of pocket expenses, an expense report must be entered in Workday. Expense reports can, if necessary, be edited before the final approval in Procurement Services.