PTrack will be phased out at the end of October. It is currently still accessible to review historical requests; however, all new purchasing requests should be submitted through Workday using the following processes:

• New agreements, agreement amendments, and solicitations: Submit a Supplier Contract Request.
• Purchase orders: Submit a PO Requisition.
• Change orders: Submit a CO Request.

Instructions for submitting a Supplier Contract Request are available in this Workday job aid.

Submitting a solicitation request

We have been using the Supplier Contract Request to intake new agreements and amendments since our transition to Workday in July. Now, we will also be using this task to intake solicitations as well. If you need Purchasing to conduct a solicitation, such as an RFP or Notice Inviting Bids (NIB), please submit a Supplier Contract Request using the steps below:

1. In the Supplier field, enter “RFP/NIB Request.”
2. In the Contract Type field, select the type of agreement you expect to need. If no agreement is necessary, such as for a materials-only purchase, select “No Agreement.”
3. Select “Create Blank Supplier Contract” and click OK.
4. Complete all required fields marked with a red asterisk. Leave prefilled information unchanged, including fields displaying your name.
5. In the Contract Name field, enter your department abbreviation followed by a brief description of the request—for example, “UD – Odor Detection Instruments.”
6. Under Terms and Amounts, leave the dates unchanged and enter the total anticipated purchase or contract amount in the Total Contract Amount field. Leave the remaining fields unchanged.
7. In the Contract Overview box, describe what you need and include any information Purchasing should know to process your request.
8. Open the Attachments tab and upload all supporting documentation relevant to the request.

Completing the Service Line tab is optional when submitting a solicitation request. If you know the Workday accounts you plan to use, you may complete this tab using the linked job aid. Please use service lines for all purchases, including goods. Do not use the Goods Line tab, as goods lines do not support our current Accounts Payable process.

Thank you for helping us move purchasing requests into Workday. If you have questions or would like assistance submitting a request, please contact the Purchasing Division. We are happy to walk through the process with you!