FAQs | Workday | University of Miami (2024)

• Quotes are not required for Catalog Good purchases completed through UMarketplace; however, if you have a quote from a vendor for Ad Hoc/Non-Catalog Goods or services, a quote should be included as an attachment to the Purchase Requisition within Workday.
• For additional information on Change Orders and other procurement-related topics, contact your corresponding procurement team at the following email addresses:
  • Academy/MSOM (200 Academy and 500 MSOM): PurchasingHelpDesk@miami.edu
  • UHealth Supply Chain Services (305 UHCORP, 310 UMMG, 320 ABLEH, 330 UMHC, and 340 UMH): SCSHelpDesk@med.miami.edu

• You must cancel the purchase requisition and start the business process over. You will be able to recover your Cart from UMarketplace. For more guidance refer to the Correct Company Selected on a Purchase Requisition tip sheet.
• To access the resource, click on the orange Need Help? icon to get started, and type "correct company" in the search field (see the images below).

Note: If you don't see the Need Help? icon within Workday, please install the WalkMe plugin on your computer.

• Punchout catalog items reflect University contracted pricing, and prices on these items cannot be edited. Note: If an additional discount has been received from the supplier, create an Ad Hoc/Non-Catalog requisition within Workday. Apply the discount to the line item(s).
• For additional information, contact your procurement team:
  • Academy/MSOM (200 Academy and 500 MSOM): PurchasingHelpDesk@miami.edu
  • UHealth Supply Chain Services (305 UHCORP, 310 UMMG, 320 ABLEH, 330 UMHC, and 340 UMH): SCSHelpDesk@med.miami.edu

• Follow the protocol found in the PCard User Guide to report the charge as fraudulent. You must fill out the affidavit received from the bank. Note: The affidavit will be your supporting documentation when you reconcile the transaction within Workday and assign it to a Driver Worktag and Spend Category.
• Once the credit is provided by the bank, you will reconcile the credit transaction to the same Driver Worktag and Spend Category used to previously record the debit transaction. For additional information, please contact Corporate Card Services at: ap@miami.edu.

• For minor equipment, furniture, and software with a unit cost below $5,000, use one of the following Spend Categories:
  • SC08226 - Expendable Minor Equipment
  • SC08235 - Computer Hardware & Software Non-Capital
• For capital equipment (a unit cost $5,000 or greater and a useful life greater than one year), use one of the following Spend Categories:
  • SC09425 - Capital Computers - UM-Owned
  • SC09426 - Capital Software - UM-Owned
  • SC09427 - Movable Capital Equipment - UM-Owned
  • SC08880 - Movable Capital Equipment - Non-UM-Owned
  • SC09428 - Fabricated Equipment - UM-Owned
  • SC08881 - Fabricated Equipment - Non-UM-Owned
  • SC09435 - Building Fixed Equipment
• For additional information on Spend Categories for purchases, refer to the following list of Common Spend Categories within Workday document, or refer to the Purchasing website.

• Yes, a cart in UMarketplace can be assigned from any employee to another employee. Note: Assigning a cart is an optional step and is not required for completing an order in UMarketplace.
• For additional information, contact your procurement team:
  • Academy/MSOM (200Academy and 500 MSOM): PurchasingHelpDesk@miami.edu
  • UHealth Supply Chain Services (305 UHCORP, 310 UMMG, 320 ABLEH, 330 UMHC, and 340 UMH): SCSHelpDesk@med.miami.edu

• Requests for creating a new supplier must be made to Supply Chain Services via the New Supplier Request Form, which is available through the UM Quicklinks app within Workday (see images below). The Purchasing Data team will then send an onboarding invitation to the supplier via email once the request form has been reviewed and approved.

• For additional information, contact your procurement team:
  • Academy/MSOM (200 Academy and 500 MSOM): PurchasingHelpDesk@miami.edu
  • UHealth Supply Chain Services (305 UHCORP, 310 UMMG, 320 ABLEH, 330 UMHC, and 340 UMH): SCSHelpDesk@med.miami.edu

• Service Contracts requiring a Purchase Order (PO) are processed as a Purchase Requisition in Workday. Note: A Conga Contract Request form may be required.
• For additional information, contact your procurement team:
  • Academy/MSOM (200 Academy and 500 MSOM): PurchasingHelpDesk@miami.edu
  • UHealth Supply Chain Services (305 UHCORP, 310 UMMG, 320 ABLEH, 330 UMHC, and 340 UMH): SCSHelpDesk@med.miami.edu

Yes, however, not all items that appear in a catalog are part of a contract. For more information, contact your Procurement department's Sourcing team.

• Yes. Changes can be made to a PO by initiating a Change Order within Workday. Changes to PO's that were created from UMarketplace catalogs are limited to costing and Spend Category changes only. Note: Only employees with the Workday security roles of Cost Center Manager or Department Procurement Data Entry Specialist can initiate a change order.
• For additional information on Change Orders and other procurement-related topics, contact your corresponding procurement team at the following email addresses:
  • Academy/MSOM (200 Academy and 500 MSOM): PurchasingHelpDesk@miami.edu
  • UHealth Supply Chain Services (305 UHCORP, 310 UMMG, 320 ABLEH, 330 UMHC, and 340 UMH): SCSHelpDesk@med.miami.edu

• Yes. Contact the Corporate Cards Office by email at pcard.ap@miami.edu and notify them about the terminated employee's charges. Corporate Cards will reassign all charges to a current cardholder within your department for reconciliation.
• For more information, refer to the Viewing PCard Transactions within Workday or the Viewing Cardholder Transactions on Behalf of Someone tip sheets.
• Additionally, an interactive guide is available within Workday for reconciling PCard transactions. To access this tool, log in to Workday, click on the orange Need Help? icon*, select Procurement, then select Verify Procurement Card (PCard) Transactions (see images below).

*Note: If you don't see the Need Help? icon within Workday, please install the WalkMe plugin on your computer.

• Only employees with the Workday security roles of Cost Center Manageror Department Procurement Data Entry Specialist can close a PO.
• For additional information on closing Purchase Orders and other procurement-related topics, contact your corresponding procurement team at the following email:
  • Academy / MSOM (200 Academy and 500 MSOM): PurchasingHelpDesk@miami.edu
  • UHealth Supply Chain Services (305 UHCORP, 310 UMMG, 320 ABLEH, 330 UMHC, and 340 UMH): SCSHelpDesk@med.miami.edu

• PCard holders and those with the Workday security role of Department Procurement Data Entry Specialist, can complete PCard reconciliations within Workday and attach appropriate documentation.
• The Purchasing Card Education training, available in ULearn, reviews how to reconcile PCard transactions within Workday for yourself or on behalf of others. Note: Managers may also reconcile transactions on behalf of their direct reports.
• For more information, refer to the Viewing PCard Transactions within Workday or the Viewing Cardholder Transactions on Behalf of Someone tip sheets.
• An interactive guide is also available within Workday for reconciling PCard transactions. To access this tool, log in to Workday, click on the orange Need Help? icon*, select Procurement, then select Verify Procurement Card (PCard) Transactions (see images below).

*Note: If you don't see the Need Help? icon within Workday, please install the WalkMe plugin on your computer.

• To add a non-UM shipping address, send an email to Susan Montes at smontes@miami.edu, and copy your supervisor and Boyd Bartow at bbartow@miami.edu. Request to add the specified address and provide the business purpose for shipping to this location. If approved, the address will be created and made available in Workday. Note: Do not attempt to add a non-UM address by selecting the "Use Alternate Address" checkbox. This will result in an error, and the address you create will not be properly identified by the system or the vendor.
• For additional information on this topic and other Purchasing topics, visit the UM Purchasing Website.