Purchasing Guidelines

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 conditions 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. Verify the address is correct for 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 a service ticket, including a W-9 and the vendor ID. 
3. Requisition description 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 or food purchases require a special expense form.
5. Follow job aid “Purchase Requisition and Orders” for complete step by step instruction in Workday.
6. Check the Process History tab in the requisition to view the status.
7. Once the PO is approved, the requester must send a PDF copy of the Purchase Order to the 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 - create Non-Catalog - Service request. Finance is aware that food orders can vary often, and we primarily care about the total amount rather than the line by line details. It is recommended to estimate higher than your anticipated expenses to ensure adequate funding. Include all tax, production cost and delivery fee in one line item, 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 links to different lines, or different "Order-From-Connection" on each lines, a new PO# will be created for each variety of connection.
• 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 purchase order distribution method is not available 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 the department must manually email it to the vendor. 
• 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 Process History 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 funds while the contract is going through approvals. If the contract is not approved or Metro decides not to proceed, submit a service ticket to close the REQ/PO to release the encumbered funds.
3. Complete the "Risk Analysis and Vendor Confirmation eform" for Guest Speakers/Presenters earning $3000 or less. Ensure the vendor meets 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. Contract 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. Contract Dates: 
   1. Start Date in Header section: Today's date. This allows completed contracts to integrate into Workday as soon as all signatures are completed.
   2. End date: End of contract
   3. Actual service dates should be written out in the Contractor Duties section, in paragraph format. 
8. Click "Yes" for Office of General Counsel Assistance if you need Legal review of your contract.
9. Click "Yes" for Insurance/Risk Management if you need Risk review of your contract.
10. 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.
11. Once contract has completed the approval workflow in Marketplace, launch the e-signature via Adobe Sign.  If you don't have the PO# on your contract, make sure to add a "text field" box for Kristine Yang to type the PO# when she signs the contract.
12.  Follow up with your vendor to make sure the authorized person has completed the signature via Adobe Sign.
13. Contract can be linked to your REQ upon sourcing or upon issuing step (Financial Management approval steps) only after the contract is executed and loaded in Workday.
14. 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. Change Order: If you need a change to your PO, quantity, amount, description, program code, submit a service ticket.  
3. If the work has been completed, or items received, make sure the vendor has submitted an invoice to Accounts Payable (AP) accounts.payable@metrostate.edu.
4. Make sure to create a receipt when you received your items and/or received an invoice notification from Accounts Payable.
5. A receipt is required for Financial Management to process payment.
6. After payment has been made, verify the purchase order has been closed. If there are funds remaining on the purchase order, you can submit a ticket to request the purchase order be closed.  

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.