Frequently Asked Questions

Yes. Permit holders can renew their permit by the deadline AND add themselves to their desired waitlist if they desire a different permit. Permit waitlists are offered on a first-come, first-served basis.

Answer: If you do not confirm your permit by the deadline, your permit will be released. Employees can add themselves to the waitlist of their desired permit in the parking portal and wait for a permit to be offered.

Employees can still renew by the deadline. If they cannot renew by the deadline, their permit will be released. Employees can add themselves to the waitlist of their desired permit in the parking portal and wait for a permit to be offered.

Daily Use Permit holders are encouraged to track their individual usage by keeping a personal record of their daily use. While Daily Use Permit holders are encouraged to track their usage manually, permit holders can email the University Services Center at universityserviceshelp@wustl.edu to request a detailed report of their usage within 5-7 business of their submitted request.  

Yes. Employees can continue to view their placed on their desired permit waitlist once added with the new process.

For up-to-date tutorials and information on all procurement processes, please visit this link. Here you will find a comprehensive reference guide with in-depth information on Purchase Orders, Change Orders, Requisitions, and more.

Vendors are paid on a NET 30 default. Once you enter a purchase order and it has been fully
approved, the purchase order will be distributed to the vendor. However, while the vendor
receives the order, Workday does not notify Accounts Payable that a payment needs to be made.

It’s essential that you send the invoice for the fully approved purchase order to A/P at
WUAPScanner@wustl.edu. Once A/P receives the invoice and keys it in, the vendor will be
paid.

Some vendors accept purchase orders but do not ship materials until payment is made. In these cases, expedited payment is required. This is where a Check with Order (CWO) comes in.

Supply Chain Management will work with A/P to expedite the payment process so the PO can be fulfilled in a timely manner. Please view the CWO instructions for the process.

We strongly suggest employing WashU’s preferred Customs Broker for international shipments.  Note: There is a handling fee for their services. Their website and direct contact info is: 

W.N. EPSTEIN & CO., INC.

Amy Miranda, LCB – amy@wnepstein.com

Phone: 314-429-0673 Ext. 200

Fax: 314-423-3553

Jerry Epstein – jepstein@wnepstein.com

Phone: 314-429-0673 ext. 112

W.N. Epstein & Co has power of attorney to sign forms on behalf of WashU. Please reference the Medical Purchasing page for more information regarding shipping and customs processes.

The general guidelines to follow is that if a vendor will accept a purchase order, this is how the vendor should be paid. SIRs cannot be a zero-dollar invoice request. If a vendor will not accept a purchase order, a SIR may be used. SIR is only used for one-off situations. Below are some examples:

• Utilities and/or telephone
• Freight
• Postage
• Cell phone charges
• Notary charges
• Revenue refunds
• Licenses (excluding software licenses)
• Insurance
• Tuition fees
• Health benefit payments
• Food services (Restaurants and Event Spaces)
• Legal fees
• Consultations
• Fees to organizations, such as Homeland Security
• Lease and rent payments

Click here for information regarding supplier accounts in Workday.

Visit this link for a full tutorial and step-by-step instructions

All invoices should be sent by the department or vendor to WUAPScanner@wustl.edu. Before sending the invoice, ensure the PO# is clearly displayed.

The Supplier Selection Justification Form is required for purchases of $10,000 or more when using sponsored funds, or for any non-preferred purchases exceeding $25,000.
This form is not required when using Supply Chain Management Preferred Suppliers.
View our Purchasing Policies for more information.

When new supplier requests are submitted, they first route through A/P for initial vetting. This includes things like verifying the tax identification number and banking information. Depending on the situation, the initial process may take a week or two. Once it flows through A/P, it is sent to Supply Chain Management, where the procurement pieces are added. After this is complete, it will route back to A/P for final processing.

The whole process could take a few weeks from start to finish. If you have questions about this process or concerns about a new supplier request you have submitted, please reach out to supplychain@wustl.edu.

You will need to notify Supply Chain Management at supplychain@wustl.edu, who can
make this change.

From the Workday homepage, click on the app menu and select REQUESTS. Out of the options listed, choose CREATE REQUEST.

When you start a new request and enter ‘supplier change’ in the Request Type category, you would see two options:

1. The first option that says, “Supplier change_PO Distribution, Pymt Terms, Supplier Group or Diverse Classification” goes to Supply Chain Management.
    
2. The second option that says, “Supplier change_name, email address, street address, fax or phone #, contact, EIN or SSN, EFT/Wire info.”, goes to A/P.

You will need the following information:

• The vendors W-9
• Banking information if the vendor wants ACH or wire payment. They will need to
  complete WashU-specific banking forms that can be provided by Felica Johnson in A/P (felica@wustl.edu).
• The email address where the vendor wants purchase orders to be sent.

No, Supply Chain Management does not help departments with animal orders. We have been instructed to direct anyone needing information on ordering animals to the Acquiring Animals webpage.

Effective September 2016, Fisher Scientific is processing all orders for any regular Thermo Fisher division, except for the Life Technologies Marketplace catalog. To enter these orders, create a non-catalog order in Workday using the Fisher Scientific vendor record SU000296, and attach any Thermo Fisher quotes or documents to the requisition. These orders will route to our on-site Customer Service Representative for order acceptance and routing to the proper division and address. This significantly decreases the number of vendor records required to maintain and eliminates the guesswork on which Thermo Fisher division to select when creating your purchase requisition. 

For Thermo Fisher SERVICE requests only, please use supplier ID Thermo Fisher Scientific LLC (SU012087).

Subcontracting or purchase agreements have special limitations for suppliers that have been debarred, suspended, or proposed for debarment by the federal government.  Federal law mandates that the university not enter into subcontracting or purchase agreements in excess of $25,000 with vendors or individuals who have been debarred, suspended, or proposed for debarment by the federal government.

In order to assist you in ensuring that a vendor or individual with whom you are considering doing business is not on the federal exclusion list, please refer to the Excluded Parties List System. Please note that the EPLS has been consolidated into SAM.gov. You can view the publication that references this consolidation here.