To review a list of known issues we are working on please visit our Workday Finance status page. Have something additional to report? Contact askfinance@virginia.edu
Resources
Search for invoice status using your supplier number
For use when supplier located in another state requires documentation for exempting the University from sales tax. (Requires Netbadge)
For when a supplier requires UVA's Letter of Credit information (requires Netbadge).
Information for departments and suppliers in registering with PaymentWorks as a supplier for the University of Virginia.
Guidelines on when the T&E card may be used for non-eVA excluded items
Provides necessary information to meet legal requirements in the requisition of goods or services that can be supplied by only one vendor.
When a supplier needs UVA's IRS W-9 information. Request for Taxpayer Identification Numbers
My Customer is Requesting the University's W-9 Form, where can I obtain one? When a supplier needs UVA's IRS W-9 Information
2023_W9_UVA.pdf80.22 KB
For documenting telephone quotes received from vendors.
PhoneQuoteSummary_PSDS.pdf1.03 MB
This Quick Reference Guide (QRG) is designed to walk through the process of stopping a check payment to a supplier. A stop payment request may be made for several reasons: Incorrect address, need to change payment from check to ACH, check was never received or was lost, payment was made in error, etc. By the end of this QRG you should be able to submit a Stop Payment form with all the needed information.
Stop Supplier Payment.pdf411.1 KB
What's a Match Exception?
When your Workday purchase order lines and corresponding supplier invoice lines do not have the same price and/or quantity or your purchase order totals and invoice totals do not have the same price and/or quantity, you get a match exception.
It's important to be proactive with match exceptions -- don't ignore the notifications you receive about one of your invoices being under match exception, because invoices under match exception can't be paid. This means the suppliers you use won't receive payment.
- You are not able to include multiple gift card product types in a single order (i.e., the four options are considered separate and will require separate punchout Purchase Orders).
- Once an order is placed and received, there cannot be any edits made (i.e., no quantity or value adjustments, no changes to delivery information, no Change Orders in Workday or otherwise, and no cancellations).
There are four product choices in two categories for your gift card needs:
Open Loop: VISA gift cards that can be utilized at any merchant where a traditional VISA card is accepted. These cards are valid for 12 months from the date of purchase, and there are no reissues or refunds on expiring/expired codes.
1. Open Loop Digital
-Subject to a $2.95 per card processing fee (included in gift card total when ordering).
2. Open Loop Physical
Blackhawk Network, Inc. offers a new punchout ordering platform in UVA Marketplace, live as of Monday, June 10th.
What kind of cards are offered?
What should I keep in mind when ordering from Blackhawk Network's punchout?