Purchasing Guidelines

Review this article for information on submitting requisitions and processing payments.

All requisitions, purchase orders, receipts, and payments will be processed in Workday starting July 5, 2024.

Requisition Guidelines

1. Start by assessing what goods/service you need.  Reach out to the vendor and request a quote/proposal and/or contract if there are terms and condition for review.

• Metro State is tax exempt, except for catering. Provide our tax exemption certificate to the vendor so that sales tax is not included on the quote.  

1. Check if the vendor is active in the SWIFT. Be sure to check the address for the correct payment purposes.
2. If vendor is not in SWIFT provide instructions for vendor to register as a supplier.
   1.  If the address is incorrect, ask the vendor to log in to their supplier portal to make the changes, or obtain a W-9 from the vendor and submit the Vendor ID service ticket or email to purchasing@metrostate.edu
3. Description of your requisition should be detailed and succinct. It should include details of purchase, category of this purchase, date of event(S), Quote#, contract number, and service start and end date, if applicable.
4. Attach an approved special expense eform along with the quote/proposal for purchases that is not a typical items for your department.  All catering is special expense.
5. Follow job aid “Purchase Requisition and Orders” for complete step by step instruction in Workday
6. Check approval tab for status.
7. Once PO is approved, the requester must send a PDF copy of the Purchase Order to your vendor. The system will only automatically route punchout orders.

Non-Catalog Requisition

• Non-Catalog - Goods is for a one-time purchase where you know the quantity per price of each line item you are purchasing.  Use this option if you would create a quantity receipt for this type of purchase.  A change order can be made per quantity of the item received on each line (Line 1: #pens x $5each).  If a change request on amount is needed, say an increase amount on each pen, it will apply to each quantity on that line (Line 1:  4pens x new$).
• Non-Catalog – Service is for one-time, and/or monthly, and/or reoccurring payments throughout the fiscal year.  This will allow you to enter an extended amount and create a cost receipt for multiple invoices of varying amounts on each Line.
• Catering - can be entered under Non-Catalog - Service as we typically get request to adjust the total amount rather than quantity (request of higher or lower amount, regardless of quantity/line items changes on quote).  Tax, production cost and delivery fee can be all in one line, with spend category of "Contracted Food Service".
• Use only one vendor per requisition.  IF multiple vendors in one REQ, each vendor will get individual PO#.   In cases where one vendor but different contract link to different lines, or different "Order-From-Connection" on each lines, it will still create different PO#.
• Quotes/Proposals should closely match your requisitions. Use a new line item in the requisition if the spend category is different (installation, supplies, equipment, repair, delivery).  Shipping should use the same spend category as the items being purchased (typically supplies, equipment, food).
• Cost Centers/Program/Grants split is an option for each line.  If for multiple invoices and each invoice is per cost center, best to enter a line for each cc.
• Customized distribution method does not exist in Workday.  The requester will have to download/save the pdf of Purchase Order, (which can be found in "Printing Run" tab from the PO in workday), and you can manually email it to your vendor and/or someone else.
• Vendor may automatically get a PO via email if their "Order-From-Connection" location address has an "Issue Option" default to an email.  Please check that the email address is your correct contact, if not please add an Internal Memo of "Issue to Print Only".

Catalog Requisition (Supplier punch out)

1. Click “Requisition” app.
2. Scroll down, in Ordering Methods, click “Connect to Supplier Website”
3. Choose your Supplier and click “connect”
4. Once shopping is completed, click check out and your items will be in your cart to continue finishing your requisition.
5. Attach a signed special expense eform along with the quote/proposal if needed.
6. Follow job aid “Purchase Requisition and Orders” for complete step by step instruction.
7. Check approval tab for status.
8. Punchout orders will automatically distribute to the vendor.

Requisition for a contract

1. If a requisition is for a service that needs a contract, create your contract in Marketplace
2. The contract and requisition can be submitted at the same time to encumber the fund.  And if the contract did not go through, comment on the REQ/PO and tag Kristine Yang to cancel the REQ/PO to unencumbered the fund.
3. If guest speaker is under $3,000.00 you may complete the "Risk Analysis and Vendor Confirmation eform", but vendor MUST meet all of the criteria.
4. Add your Contract# on your Requisition in Internal Memo or Description (e.g.: METRO-2025-123456 is pending process).
5. Add your REQ# or PO# on your Contract in the PO field or as Comments (e.g.: Submitted REQ-0000123456).
6. Contrac Naming: Marketplace Contract Number + College/Department/Project + Supplier Name + event/term date.
   1. Example: METRO-2025-123456 CCSPA USSWTP Practicum Rollins 4/15/2025 - 6/30/2025
7. Click "Yes" for Office of General Counsel Assistance if you need Legal review of your contract.
8. Click "Yes" for Insurance/Risk Management if you need Risk review of your contract.
9. Verify if Vendor is registered with "Minnesota Secretary of State" (https://mblsportal.sos.mn.gov/Business/Search) by searching business name + "Contains".
   1. Exception: if vendor is sole proprietorship or general partnership under the full legal names of the owners.
10. Once contract has approve the workflow in Marketplace, launch the e-signature via DocuSign.  If you don't have the PO# on your contract, make sure to add a "text field" box for Kristine Yant to type the PO# when she sign the contract.
11.  Follow up with your vendor to make sure the authorize person has completed the signature via DocuSign.
12. Contract can be linked on your REQ upon sourcing or upon issuing PO, but contract should be executed and loaded in Workday.
13. Follow a Non-Catalog Requisition guides and job aid Purchase Requisition and Orders for complete step by step instruction on how to create a REQ/PO.

Purchase Order Management

1. Regularly search for your purchase orders and monitor the status. 
2. If the work has been completed, or items received, make sure the vendor has submitted an invoice. 
3. Make sure to create a receipt when you received your items and/or received an invoice notification from AP.
4. A receipt is required for Financial Management to process payment. 
5. If final invoice is received, with lower amount than the PO, please tag @Kristine Yang, and comment that it's "okay to close PO, verified the final invoiced is paid".

Invoices and Receipts

1. Create a receipt once your order/items come in.  Contact your vendor if there’s any issue with your order.
2. Request an invoice to be sent to Accounts Payable (AP) accounts.payable@metrostate.edu
3. Invoices should include the following information:

• Vendor name and remittance address
• Bill To: Metro State University
• Invoices Date and Invoice Number
• Dates of service
• Description of service/materials, etc.
• Amount to be paid
• Purchase Order Number (PO#)

4. Create a receipt using this video.
5. Check invoice approval workflow for status of payment.
6. After payment has been made, confirm with your vendor and verify the following that apply:

• The PO has been closed after final payment or
• PO has the appropriate balance available for remaining invoices or
• If there is a remaining balance and it is no longer needed, make a comment in the PO requesting the funds be released and PO be closed.

7. It is important to close the POs so that unused encumbrances can be released back into the budget to be used for other purposes. After payment, check the status of all your POs to ensure completed POs are closed. 
9. Contact purchasing@metrostate.edu for any purchasing/contract questions.

16A/C

1. 16A is needed if product/service incurred prior the encumbrance.
2. 16C is needed if contract is not fully executed prior to work commencing.
3. Add the following on your Reason:

• Requisition creation date
• PO issued date
• Contract signature completion date
• Contract effective date (start and end)
• Contract Created date in Workday, if known.