All unrestricted funds included in the University's FY 2021 Operating Budget identified with a fund of FD100, FD101 and FD102 in Workday will continue to be subject to a spending freeze. A link to the guidelines associated with the continued spending freeze as well as the form that should be used for any exemption requests is provided below. Transactions meeting an exemption are not subject to the AS900 form requirement. Exemption numbers and any additional information must be identified in the Internal Memo field of the requisition. Any purchase that does not meet an exemption will require the department approved AS900 form. As noted in the guidelines, any questions regarding these guidelines should be directed to Patrice Gremillion at pgremill@lsu.edu or Sally McKechnie at smckechnie@lsu.edu.

https://www.lsu.edu/administration/ofa/oas/acctpay/pdfs/spendingfreeze_2021.pdf

https://www.lsu.edu/administration/ofa/oas/acctpay/pdfs/spendingfreezeupdated_as900.pdf

On Monday, August 17th, 2020, Procurement Services resumed normal business hours, Monday through Friday from 8:00am to 4:30pm. However, we will adhere to the following restrictions: 

• Access to the office will be restricted to those with appointments only and mail deliveries. Office doors will remain locked and visitors should ring the doorbell or call the front desk to gain access.
• Documents should be scanned and emailed to the staff member or purchase@lsu.edu for review and approval/signature. If original/hard-copy documents are required, the documents can be sent to our office via campus mail.
• In-office staff will be working staggered schedules in order to practice appropriate social distancing within our workspace. Staff not working in office on a particular day are working remotely and should be contacted via email.
• During face to face interactions, face masks will be required by all present parties.

To request in-person assistance, email the staff member directly to make an appointment. Questions regarding office operations and any other issues should be emailed to purchase@lsu.edu.

Staff contact information can be found at the link below:
https://www.lsu.edu/administration/ofa/procurement/staff.php

Thanking you in advance for your cooperation in this matter!

Workday requisition lines, depending on the option selected, drives what fields you do/don’t see, validations and once approved how a purchase order will be issued, received and paid. The Request Goods option prompts users to specify the good and or service to be procured where the purchase is defined by a quantity, unit cost and unit of measure (each, case, hour, year etc.). Services to be included on “Goods” lines are maintenance, repair, annual service, licensing, cleaning/janitorial etc. as these are services that are typically priced at a set unit cost at a set unit of measure.

The Request Services option prompts users to identify the service to be rendered where there is no established rate or quantity and only an anticipated extended amount to be spent is identified. However, as defined by LSU, the only services to be included on “Services” lines should either be for Professional, Specialty, Consulting Services or Construction.

A single requisition item can be charged to multiple account numbers (Worktags) and is referred to as a “line split”.  Line splits are identified on the Goods/Services line. Scroll all the way to the far right and look for “Splits” column. A number in a circle in this column represents the number of line splits applying to this line. Lines can be split by Amount or Quantity. Split by Amount allows users to enter a certain percentage or specific dollar amount in which will be charged to a specific account number. Split by Quantity allows users to split by the number of items you are ordering and can only be used if the quantity ordered is more than one.

Once submitted, selection of a particular line split option often cannot be edited AND can have downstream limitations once a purchase order is issued.

Ship-To Addresses

Ship-To addresses default to the company’s billing address and MUST be changed to the appropriate Ship-To address for your department prior to submitting each requisition. If you failed to select the Ship-To address on the 1st requisition screen, use the Edit Address option at the bottom of the checkout screen to do one of the following:

a.      Change the Ship-To Address

b.      Select Use Alternate Address checkbox

1.     Click Add button

2.     Enter address values

Note: Alternate Addresses CANNOT be used if:

• The purchase is from a supplier website (punch-out catalog)
• The purchase requires a solicitation (RFQ) be issued

These requisitions must use an existing address setup in Workday. A Location Request must be submitted in Workday to have an address setup for purchases to be shipped to a non-LSU location or to a LSU location not listed prior to submitting the requisition. 

When done be sure to click Apply to save selections and return to the checkout screen.

Requisition Worktags

Users also have the option to specify worktags on the 1st requisition screen however the Edit Requisition Defaults option at the bottom of the checkout screen can be used to specify worktags or define line split for all lines, replace worktags copied from a prior requisition, or copy defined worktags from Requisition Templates:

a.      Select Use Default Worktags, Use Default Splits or Copy from Requisition Worktag Templates (if already defined).
b.      Enter worktag values.

When done be sure to click Apply to save selections and return to the checkout screen.

For screenshots of these fields refer to the last 2 pages of any Create Requisition job aid on the Workday Finance Training webpage.