Important Procurement Updates Effective FY27

To strengthen compliance, improve clarity, and ensure the University community has the appropriate tools and guidance in place, several procurement-related process updates will be implemented beginning in FY27. Unless otherwise noted, these changes take effect July 1, 2026.

Basic Procurement Training Required for Procurement Workday Access

A new Workday Basic Procurement Training will be offered bi-weekly and will last approximately 30–45 minutes. Effective FY27, new employees must complete this Basic training before being granted Requisitioner or Cost Center Manager access in Workday. This requirement will be managed through the Security Access Request process. This training is intended to strengthen employee knowledge of the procurement process and related responsibilities. The Basic Workday Training Overview is available on the Purchasing Methods page.

Confirming Orders (After-the-Fact Purchases)

Confirming Orders (After-the-Fact Purchases) occur when a department commits the University to a purchase before the required authorization is issued (e.g., Purchase Order, executed contract, approved change order), or when a requisition is created after goods/services have already been ordered, delivered, performed, or invoiced.

Confirming Orders are not permitted under University policy. In the absence of a signed contract executed by an authorized University signatory, the Purchase Order authorizes a supplier to proceed.

To comply with policy, requisitions must be submitted and converted to Purchase Orders before the supplier begins work or provides goods/services.

Phased rollout

• Phase 1 – Tracking Only: July 1, 2026 through December 31, 2026: Procurement will focus on education, coaching, and supporting the adoption of the updated processes while tracking Confirming Orders consistently.

• Phase 2 – Enforcement: Beginning January 1, 2027: Procurement will implement a phased escalation process for repeat violations, including warning/coaching, written justification, and Officer/Dean approval for repeated  Confirming Order activity.

The Confirming Orders Guidance is attached, including escalation and processing requirements,  and is further available on the Requisitions & Purchase Orders page. 

Supplier Invoice (Direct Pay) Eligibility Updates

Supplier Invoice (Direct Pay or Non-PO Payment) eligibility is being refined to improve compliance:

• Adding spend category definitions to provide clarity

• Removing Direct Pay access from select categories where a Purchase Order is more appropriate

• Adding dollar limits or approval thresholds to certain categories currently set to “no limit.”

The updated Supplier Invoice (Direct Pay) Spend Category List is attached for reference and is also available on the Finance Job Aids page.  

Controlled Use of Blanket Purchase Orders (BPOs)

To preserve operational flexibility as Direct Pay usage is reduced, the University will adopt a controlled approach to Blanket Purchase Orders (BPOs) for recurring, routine, or usage-based needs. BPOs may be used where the overall scope and pricing methodology can be reasonably defined in advance and monitored against a not-to-exceed amount (the PO value), as approved by Procurement Services.

The Blanket Purchase Orders Guidance is attached, including when they may be used, and related department responsibilities, is attached and is further available on the Requisitions & Purchase Orders page. 

What You Should Do

• Review the attached documentation supporting these updates

• Continue to engage Procurement Services early when unsure about how to proceed with a procurement

Thank you for your attention and support.