FAQs

Procurement FAQs

How do I buy office supplies?

Through our contracted vendor, WB Mason, using the Workday platform

• WB Mason comes with many benefits including desktop delivery, invoicing to account, and rebates

How do I buy from Amazon?

By using Hamilton’s Business Prime account through the Workday platform

• Some items like office supplies, furniture, and clothing are restricted to ensure we are purchasing through the appropriate vendors
• These purchases can still be made; however, they require review and approval by the Procurement office

How do I buy office furniture?

By reaching out to Procurement

• Procurement will work with the vendor on the requestor’s behalf to schedule site visits if needed; this includes office chairs, desks, common area furniture, etc.

How do I submit a requisition?

By completing the Create Requisition task in Workday

• You need to include the supplier, what is being purchased, the appropriate GL code, and a copy of the quote if available

What purchases need a requisition?

The following purchases must utilize a purchase requisition when the total is greater than $1,500:

• Equipment such as computers, machinery, lab analyzers, etc.
• Goods such as uniforms, printed materials, classroom supplies, etc.
• Software such as licenses, maintenance, renewals, etc.
• Services such as equipment service contracts, repairs, consultants, etc.
• Furniture must always utilize a requisition regardless of cost

What purchases do not need a requisition?

The following purchases do not need to utilize a purchase requisition even when the total is greater is greater than $1,500:

• Travel-Related Expenses should utilize a travel card
• Catering should utilize a p-card
• Professional Memberships should utilize the Create Supplier Invoice Request task in Workday
• Utility Bills should utilize the Create Supplier Invoice Request task in Workday
• Legal Fees should utilize the the Create Supplier Invoice Request task in Workday

How do I request a quote for a product or service?

By reaching out to Procurement who will then work with you and the vendor(s) to obtain quotes and possibly utilize a Request for Quote process depending on the product/service needed

How do I request a P-Card?

By completing the Purchasing Card Request Form

• You must have your Supervisor’s approval as well as VP approval and Procurement approval
• You must include what the card is needed for
• Monthly spend limits will be automatically set at $3,000

How do I submit an invoice?

By utilizing the Create Supplier Invoice Request task in Workday for invoices not related to a PO and the Create Request task in Workday for invoices related to a PO