Requisitions: Tips and Tricks

Identify business need to make a purchase of goods or services. Use the following tools to identify the best procurement method for your purchase.

• Research procurement methods
• Search Internal Supplier Listing to see if an Internal Supplier can provide the good or service
• Search Contract Book to Find a Supplier if the request cannot be fulfiled by an Internal Supplier

Contact your Service Center with questions. If you select Requisition as your procurement method, continue reading steps below.

For information about other procurement methods see the links below:

• Pcard
• Supplier Invoice Request (SIR) Process
• Reimbursement
• Miscellaneous Payment

This is the preferred procurement method if an Internal Supplier can provide the goods or services

Contact the Internal Supplier for guidance on ordering and payment

• Contact information is included in Internal Supplier Listing
  • Some Internal Suppliers exist in the Buckeye Buy experience. See Buckeye Buy Requisition section below for more information.

This is the preferred procurement method if an Internal Supplier cannot provide the goods or services

• Suppliers available in Buckeye Buy can be found in the Contract Book by selecting "Buckeye Buy" from the "Certification and Special Designation" drop-down and clicking "Apply."

Requester Starts Requisition in Workday 

• Select Buckeye Buy Request
  • Search Catalog or Connect to Supplier Website

This is used when the goods or services are not available through an Internal Supplier or Buckeye Buy

Requester collects information, as applicable - quote, waiver of competitive bidding, agreement, etc.

• If the purchase is over $75,000 it should be competitively bid or a request for waiver of competitive bidding must be completed.
  • For competitive bids, contact the Sourcing Team.
• If the purchase is over $500,000, it must be reviewed by the Office of Legal Affairs (OLA) and the Senior Vice President (SVP) of Business and Finance's signature is required. Please reach out to your Unit or College Senior Fiscal Officer to start this process. See OnBase Contract Management for more information

Requester Starts Requisition in Workday

• The Requester selects Request Non-Catalog items, the appropriate Requisition type, and attaches the request for waiver of competitive bidding, agreement, quote, or OLA/SVP approval (as necessary).
• If the purchase is under $500,000 and there is an agreement, the Requester should not sign the agreement. The Service Center uploads agreement to OnBase-Agreements. Agreements Team reviews and processes OSUs signature on the agreement. See Procurement Agreements Management for more information, including workflow both when a supplier initally agrees or disagrees with the terms and conditions.

• Begin Requisition in Workday using the Requisitions app. If you do not see the Requisitions app in your Workday Menu, please add it to your menu by following the instructions in the Adding an Application or Worklet job aid.
• Requisition Details
  • Deliver-to - select the end user delivery address
  • Ship-To Address - Select 2650 Kenny Road Columbus, OH, which is the Central Receiving address. Only select a different location if the goods require special expertise for delivery and setup by the supplier or if the goods are to be delivered to a remote location
• Selecting Request Goods or Request Services
  • Goods - Use this requisition when you have a specific quantity to purchase. There could be instances where a goods requisition is used to purchase a specific frequency or quantity of services (such as a monthly service arrangement). Contact your Service Center with question if this may be applicable.
  • Services - Use this requisition when you have a total dollar amount to purchase. There could be instances where a services requisition is used to purchase goods, such as in the case of a blanket purchase. Contact your Service Center with question if this may be applicable.
• Best practices for naming conventions for attachments and comments in Workday
  • Name Workday attachments or information in free form fields to reflect the specific nature of the document contents or other distinguishing characteristics, including the fiscal year and to support the business purpose (e.g. “Custodial Services Agreement – Goodwill FY21”). Do not use generic descriptions such as “agreement.”
  • Enter naming information completely and accurately.
  • Use words that will help you or others search for the transaction later.
  • Avoid acronyms (e.g. “ODH” should be entered as “Ohio Department of Health”)

After a Requisition is submitted in Workday the approval process is as follows

* Actual Workday approvals may vary based on several parameters (requisition amount, spend category, worktags, bid waiver, agreement submission, etc).

** May include Program/Project Manager, Grant Manager, Grants SPO, Project Commitment Manager

Note: If the Requisition includes an Agreement greater than $500,000, the Office of Legal Affairs reviews it in OnBase prior to uploading it to Workday.

To find where your requisition is in the approval process

• Use the Requisitions app in Workday to select your requisition (click the related actions button (…) and view), then review the Business Process tab.
• If you have a large number of requisitions, refine your search by using “edit filters”

Workday notifies requesters, initiators, reviewers and approvers as a Workday transaction moves through a business process. Notifications tell you when an important step (for example, submission, cancellation, denial, completion) has occurred in a business process in which you had a role. Tasks tell you that you have an action item to complete in a business process (for example to-do, review, approve). The following notifications and tasks show up in Workday and possibly your email, depending on your email notification preferences for requisitions:

Purchase orders are automatically issued to the supplier

• Suppliers will receive purchase orders via email or fax based on information set up in the Supplier Profile or electronically via EDI or fax.

Receive goods or services

Pay Supplier Invoice