The last day to submit requisitions is Wednesday, June 26 at 5:00 p.m. Requisitions will reopen on Monday, July 1, 2024. If you try and submit a requisition during this time, you will receive an error message on the checkout screen that will prevent you from submitting. All requisitions for fiscal year 2023-2024 must be submitted by June 26. Only new year requisitions should be submitted on or after July 1.

Reminders:

• Amazon, Office Depot, Grainger and McKesson orders require a requisition
• Payments to Independent Contractors require a requisition, regardless of dollar amount
• Honorariums for guest speakers can be paid using a Supplier Invoice Request and do not require a requisition

All requisitions must be approved in Workday by June 27, 2024 at 5:00 p.m. in order to be processed in the 2023-2024 fiscal year. If requisitions are not approved, they will be processed in the 2024-2025 Fiscal Year after July 1, 2024.

Requisition submission in Workday will reopen at 8:00 a.m. on Monday, July 1, 2024. All requisitions submitted on or after this date will be processed in the 2024-2025 fiscal year against your new year budget. 

Invoices that have a valid purchase order number must be submitted to [email protected] by July 5, 2024 in order to be processed in the 2023-2024 fiscal year.

The last day to approve invoices in Workday for the 2023-2024 fiscal year is July 12, 2024. Please make sure to check your Workday inbox often and approve any invoices in a timely manner. Invoices for fiscal year 2023-2024 that are not approved by July 12 run the risk of being charged to fiscal year 2024-2025.

Prepaid vs. Request Date

If you are creating a requisition in the current 2023-2024 fiscal year that is for goods or services for the new 2024-2025 fiscal year, you have two options to denote that on the requisition depending on the type of purchase you are making. Please note, you can only use ONE of these options, not both. 

As our Fiscal Year end approaches, we ask that you be proactive about reviewing the remaining balances on your department’s existing Purchase Orders. This can be done in Workday by using either the My Requisitions or the GVSU Purchase Order Balance reports.

You can also use the Report Guide: GVSU Purchase Order Balance link to see instructions on using report prompts that will help in reconciling to financial reports.

View Purchase Order Balance Job Aid

Report Guide: GVSU Purchase Order Balance

If you are absolutely certain a supplier has been paid in full for items purchased on the PO in question, you can request that the PO be closed or reduced and the remaining obligation will be released back into your budget.

Remaining balances on a PO could be a result of:

• The invoice(s) being less than the PO total
• Change(s) in the original order
• Discount(s) not being reflected in the purchase order
• Error in shipping or billing by the supplier

Contact Procurement Services at [email protected] with your request or any questions.

Effective June 4, 2024, the following process changes will be enacted:

1. Invoices under $5,000 (not already associated with a purchase order, ongoing contract over $5,000, and not for independent contractors) may be entered on a Supplier Invoice Request by the GVSU employee. These invoices will not require a requisition and will be paid using the Supplier Invoice Request,
2. If the invoice is emailed to [email protected] without a purchase order number, Accounts Payable will assign the home cost center for the name or department listed on the invoice. The invoice will route for approvals based on that cost center. Cost Center Assistants should review the invoice and make any necessary changes to the worktags. If the invoice is less than $5,000 and not for an ongoing contract over $5,000 or an independent contractor, the invoice will not require a requisition and will be paid against the worktags that are approved. If the invoice is for $5,000 or greater, for an independent contractor OR is associated with an existing purchase order, please SEND BACK the invoice to Accounts Payable in Workday with the PO# entered in the SEND BACK comment box.
   • **Note, in departments where a Cost Center Assistant is not assigned, Cost Center Managers will not be able to make changes to the invoice and must send it back to Accounts Payable with any requested changes noted in the SEND BACK comment box.

Further details, including job aid and flowchart updates, will be sent out to all employees in the next week. Please keep an eye out in your email inbox.

When to Create a Requisition Flowchart Invoice Processing Updates

For invoices of $5,000 or greater and for independent contractors, please submit all requisitions before June 26. You will not be able to create a requisition to pay for an invoice between June 26 and June 30.

Reminders for invoices sent to [email protected] to be processed for payment:

• PO numbers need to be on invoices not in email body
• Must include the PO number not the requisition number
• One attachment per email
• The [email protected] email box is not monitored for questions, use this only for invoice submission 

Prior to June 4, 2024, if you received an email from Accounts Payable with the invoice you submitted, you will be required to take further action. Any invoices that are emailed to you were removed from Workday completely and you will need to proceed with ONE of the following options:

• Re-send the invoice to [email protected] with the purchase order listed on the invoice
  • If you do not have a valid purchase order number for the invoice, you will first need to create a requisition
• Create a Supplier Invoice Request (if under $5,000 and not for an independent contractor)
• Pay for the invoice using your expense card

Please contact [email protected] with any questions.

Reminder regarding Expense Cards: Most transactions usually post within two or three days following the transaction date, however there can be delays to the posting caused by back orders or if the merchant waits to ship before charging the card. We recommend placing all of your orders by June 14 in order to avoid delays in shipping that might cause transactions to post to your Workday account too late to be included in your 2023-2024 expense report. 

Most merchants will charge your expense card when your order ships. Shipping could be delayed due to back-ordered items or special circumstances, and we cannot guarantee that any orders placed late June will post to your Workday account in time. Please plan ahead to get as many of your orders placed in early June as possible, as we are not able to retroactively change the fiscal year that your expense card transactions post to. 

Please make sure to check your Workday Expenses Hub frequently for any outstanding transactions (lodge card, expense card, declining balance card) and reconcile everything available on your expenses list. Please note that you do not need to wait until your trip has concluded to reconcile any expenses relating to that trip. We are not able to post date anything that is submitted late, so it is imperative that you reconcile your outstanding expenses as quickly as possible.

Effective June 4, 2024: You can submit invoices for less than $5,000 that are not part of an ongoing contract over $5,000 and are not payable to an independent contractor using a Supplier Invoice Request instead of creating a requisition. This should only be used for invoices that do not pertain to an existing purchase order. Contact Accounts Payable at [email protected] with any questions regarding payments or supplier invoice requests. 

Journal entry requests must be submitted to Accounting by July 5, 2024. Accounting will prepare the journal entry and then it will route for department approvals. All department approvals must be completed by July 12, 2024 to be processed in the 2023-2024 fiscal year. 

If you are initiating an ISD for FY24 after June 30, please change the document date to 6/30/24 on the ISD so that it posts to the correct fiscal year.

Budget amendments (including amendments for Internal grants) must be created by July 5, 2024.  The budget amendment will route for department approvals; all department approvals must be completed by July 12, 2024 to be processed in the 2023-2024 fiscal year.

Please email [email protected] with any questions relating to budget amendments.