Supply Chain Management is here to provide assistance to WashU departments with procurement and purchasing needs that fulfill the university’s teaching, research and patient care missions. Get started on your purchasing journey with the following services and tools.
Federal Tax ID #: 43-065-3611
Missouri ID #: 12623890
DUNS #: 06-855-2207
Find exemption forms on the Financial Services website.
Purchasing Guidance
Setting Up a New Vendor
- In Workday, create a new supplier request.
- Obtain the vendor’s W-9 prior to submitting the request and attach it to your submission to complete the request (required).
- Tips when submitting:
- Before entering a new vendor, check both active and inactive vendor files
- Check the spelling of the vendor
- Obtain the supplier business size and any business classifications
- Do not include “The” in the title of the company
- Do not use any punctuation (i.e. hyphen, dash, period) in the supplier name. Should you need to direct a PO to a specific individual at the supplier, please enter their name in the description field of the PO.
- Do not set up a new vendor to pay an invoice only. Use the existing address.
Updating Vendor Information
Contact Supply Chain Management to update a current vendor’s address, email, classification, or payment terms. If vendor banking information needs to be updated or added, please contact Accounts Payable to receive the appropriate vendor form.
Supply Chain Management and Accounts Payable continue to screen the Suppliers Vendor File for duplications and address discrepancies.
Learn how to create purchase requisitions, purchase orders, change orders, process receipts, and match exceptions for supplier invoices with a Workday Procurement Reference Guide.
The use of a blanket order is most appropriate under the following conditions:
- The monthly payment of services rendered such as:
- copying services from a Xerox Copy center
- monthly Cost-Per-Copy program
- monthly coffee service
- monthly bottled water service. The key element is that there is a known price associated with the service but an unknown monthly quantity. The Blanket Order should spell out the details of pricing.
- The coverage for minor purchases in categories such as:
- fleet services (repairs, gasoline)
- facilities (minor hardware supplies, tools, electrical/plumbing supplies)
- printing services (business cards, letterhead, excluding Custom Forms)
- Maintenance/Service Agreements
- Blanket orders re-issued for the new fiscal year must reference the previous blanket purchase order number.
- Blanket orders are not to be used for suppliers competitive with Washington University Preferred Suppliers.
All Xerox blanket purchase orders must have the serial number in the body of the order. The serial number can be found on the card attached to the Xerox machine. Xerox is requiring that purchase orders be worded as follows:
BLANKET ORDER TO COVER PERIOD
DATE TO DATE IN ACCORDANCE
WITH AGREEMENT BETWEEN WU &
XEROX PER CONTRACT.
MACHINE MODEL #
MACHINE #
MACHINE SERIAL #
CONTACT NAME AND NUMBER
In certain situations, suppliers will not accept purchase orders or will require a deposit or pre-payment prior to shipment of goods or performance of services.
There are two policies to review to determine the proper method to use:
A “Check with PO” should only be used when a payment or a down payment must be made in advance in order for products or services to be provided.
Do not use “Check with PO” to pay an outstanding invoice. If products/services have already been received, and the PO is after the fact, place an order online as a “telephone order” (TO). Once the PO number is assigned, record the PO number on the invoice and submit it to Accounts Payable for normal processing. Please note that Telephone Orders do not print, so a hard copy will not be sent to the vendor.
Creating Purchase Orders that require a deposit or have multiple payment periods (i.e. 20% deposit; 30% upon installation; balance upon acceptance) should be entered in a specific format to facilitate proper handling and disbursement by Accounts Payable. Contact your Accounts Payable representative with questions.
Departments should submit this form if they are interested in working with any IT vendor (new or existing) for software, hardware, and IT service needs.
It is important this form is submitted so that procurement can collect all the pertinent information regarding the vendor and any relevant IT information. Providing that information starts the process of evaluating the risks of the contract and determining if information security would be violated.
This form should be submitted before entering into contractual obligations with any IT vendor.
The questionnaire is used to help evaluate and record information about IT vendors as part of our third-party risk assessment process.The form needs to be filled out as completely as possible, as the contacts listed for the vendor will be sent the Third Party Questionnaire.
Upon submission of the completed Third Party Questionnaire, we will process the review. If more information is needed before a final decision is made, we will reach out to the submitter at that time.
Washington University, as a legal entity, must delegate the legal and financial office responsibility and authority (agency) for making purchasing commitments to a single office — Supply Chain Management. No other departments or individuals may be allowed to assume or imply this agency. Purchasing Services is responsible for all purchase order commitments extended by Washington University. Please see the Policies or Procedures pages for more information.