Workday Spend Attachment Categories
The following spend attachment categories will be required when adding attachments to Workday Requisitions and Workday Purchase Orders.
| Question | Answer |
|---|---|
| Authorized Dealer Documentation | Documentation to support purchase from authorized dealer (ex. FRM-U525.A.1-2, Supplier Letter, etc.). |
| Bid/Quote Tabulation |
FRM-U501.A.03.B - To tab and evaluate quotes received from suppliers in response to an informal solicitation (RFR or RFQ) conducted by the department. FRM-U38.B - To tab and evaluate quotes received from suppliers in response to a solicitation for public works contracts conducted by Facility Services. |
| Construction Documentation | Documentation to support purchase of construction projects (ex. T-38 Checklist, Project Manual/Drawings, Notice to Proceed, Letter of Recordation by Clerk of Court, Construction Bonds, etc.). |
| Contractor Information (PUR-CR) | FRM-U505.C&D.01 - To gather information about the supplier such as their relationship to LSU and its employees as well as outline specific payment terms. Required for all PSC requisitions. |
| Contracts/Agreements | University or Supplier Contract/Agreement (including Contract Amendments, Reassignment of Contracts, Memorandum of Understandings, University Sales of Service Agreement, etc.). |
| Email/Fax Confirmations | Documentation verifying date and time bids/quotes were sent and received. |
| Exemption Documentation | Documentation to support use of an exemption (Non-Sole Source). |
| Insurance/Indemnification Documents | Supplier Insurance or Indemnification documents. |
| Internal/Department Documentation | Department level correspondence, approvals, or forms. |
| Procurement Approval Authorization | Email or Route Slip to document authorization to proceed with purchase. |
| Procurement Noncompliance | FRM-U307.C.01 - To request approval of a purchase made without following the Procurement Code, policies or procedures. |
| Proposed Suppliers | Proposed suppliers to be solicited via the competitive solicitation process. |
| Proprietary Specifications Documentation | Documentation to support use of proprietary specifications. |
| Scope of Service (PUR-SS) | FRM-U505.C&D.02 - To gather details on the services being provided by the supplier as well as specific deliverables, goals and objectives. |
| Sole Source Documentation | Documentation to support sole source request (ex. FRM-U501.B.01, Supplier/Manufacturer Letter, Patent, etc.). |
| Solicitation Document | The original competitive bid process documentation (solicitation and any addendums). |
| Specifications/Statement of Work (SOW) | Proposed bid specifications/statement of work (SOW) to be used in competitive bid process. |
| Supplier Bid/Quote/Proposal | Official Bid/Quote/Proposal obtained from a Supplier for a purchase. |
| Supplier Correspondence | Email, Fax, or any written communications with a Supplier. |
| Supplier Registration/Tax Documentation | W-9, change of address, name change, business ownership certification, or other legal company documentation (i.e. SAM.gov documentation). |
| Term Contract Renewal Documentation | Documentation to support renewal of term contract (ex. PUR105, supplier renewal letter, etc.). |
| University Required Approvals/Forms | Prior approval documentation obtained from university administrative offices (ex. PUR522, Board of Supervisors/Board of Regents Funding Approval, Facility Services - Equipment Approval, Information Technology & Accessibility - Software Acquisition (IT100), etc.). |
| Used Equipment Documentation | Documentation to support purchase of used equipment (ex. FRM-U525.A.25, Supplier/Manufacturer Letter, etc.). |
| Vehicle Documentation | Documentation to support purchase of vehicles (ex. Department Vehicle Justification, LPAA Approval, OSP Purchase Order, etc.). |
The following spend attachment category validations/sub-validations will be required to move the Requisition forward in the approval process. While additional attachment categories may be used in attaching documents to a Workday Requisition, only the following categories per Requisition Type are set up with hard stop validations.
| Requisition Type | Attachment Category | Sub-Validation |
|---|---|---|
|
|
Construction Documentation | All requisitions |
| University Required Approvals/Forms | If total amount of Requisition is over $75,000 | |
|
Contract Professional / Specialty / Consulting Services (PSC) |
Contractor Information (PUR-CR) | If RFQ Checkbox IS NOT SELECTED |
| Scope of Service (PUR-SS) | If RFQ Checkbox IS NOT SELECTED and the total amount of Requisition is over $2,000 |
|
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Specifications/Statement of Work (SOW) | If RFQ Checkbox IS SELECTED | |
| Cooperative Endeavor Agreements (CEA) | Contracts/Agreements | All requisitions |
| Create Contract / Agreement (CCA) | Contracts/Agreements | All requisitions |
|
Emergency Purchase (EP) |
Supplier Bid/Quote/Proposal | If RFQ Checkbox IS NOT SELECTED |
| Procurement Approval Authorization | All requisitions | |
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Interagency Agreements / Contracts (IAC) | Contracts/Agreements | All requisitions |
|
Lease Equipment Purchase (LEP) |
Supplier Bid/Quote/Proposal | If RFQ Checkbox IS NOT SELECTED |
| University Required Approvals/Forms | All requisitions | |
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Specifications/Statement of Work (SOW) | If RFQ Checkbox IS SELECTED | |
| Lease of Space (LSP) |
Contracts/Agreements | If RFQ Checkbox IS NOT SELECTED |
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Specifications/Statement of Work (SOW) | If RFQ Checkbox IS SELECTED | |
|
Next FY Purchase / Contract (NFY) |
Supplier Bid/Quote/Proposal OR Term Contract Renewal Documentation |
If RFQ Checkbox IS NOT SELECTED |
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Specifications/Statement of Work (SOW) | If RFQ Checkbox IS SELECTED | |
|
Purchase Services / Goods (PSG) |
Supplier Bid/Quote/Proposal OR Term Contract Renewal Documentation |
If RFQ Checkbox IS NOT SELECTED |
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Specifications/Statement of Work (SOW) | If RFQ Checkbox IS SELECTED | |
| Revenue Generating Agreements (RGA) | Contracts/Agreements | If RFQ Checkbox IS NOT SELECTED |
| Specifications/Statement of Work (SOW) | If RFQ Checkbox IS SELECTED | |
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Revenue Sharing Agreements (RSA) | Contracts/Agreements | If RFQ Checkbox IS NOT SELECTED |
| Specifications/Statement of Work (SOW) | If RFQ Checkbox IS SELECTED | |
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Sales and Service (SRS) | Contracts/Agreements | All requisitions |
| Sole Source Purchase (SSP) | Sole Source Documentation | All requisitions |
| Supplier Bid/Quote/Proposal | All requisitions | |
|
State Contract Purchase (SCP) |
Supplier Bid/Quote/Proposal | If RFQ Checkbox IS NOT SELECTED |
| Proposed Suppliers | If RFQ Checkbox IS SELECTED | |
| Specifications/Statement of Work (SOW) | If RFQ Checkbox IS SELECTED | |
| Used Equipment Purchase (UEP) | Used Equipment Documentation | All requisitions |
| Supplier Bid/Quote/Proposal | All requisitions |
The following spend attachment category validations/sub-validations will be required
to move the Requisition forward in the approval process.
| Workday Spend Category | Required Attachment Category |
|---|---|
| Digital Periodicals (SC0247) | University Required Approvals/Forms |
| Library Digital Books (SC0246) | University Required Approvals/Forms |
| Licensed Apparel (SC0168) | University Required Approvals/Forms |
| Legal (SC0079) | Contracts/Agreements |
| Online Subscriptions (SC0414) | University Required Approvals/Forms |
| Photographers (SC0322) | Scope of Service (PUR-SS) |
| PP&E - Fleet or Vehicles - $1,000 to $4,999.99 per item (SC0238) | Vehicle Documentation |
| PP&E - Fleet or Vehicles - $5,000 or greater per item (SC0129) | Vehicle Documentation |
| Prizes and Awards - Non-Cash (SC0303) | University Required Approvals/Forms |
| Promotional Supplies (SC0306) | University Required Approvals/Forms |
| Software Subscriptions & Licenses (SC0020) | University Required Approvals/Forms |
| Subrecipient Payments - Grants and Contracts (SC0084) | Contracts/Agreements |
Questions?
All questions concerning this contract should be directed to Procurement Services at 225-578-2176 or [email protected].
Rev 1/4/2024