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Who will Procurement Cards be issued to and how will they be used in Workday?

  • The Procurement Card will be issued to individuals in the College/Division Business Centers and the Knights Experience Team (kNEXT) and can be used for non-travel purchases over $1,000. 
  • In Workday, Procurement Cards are tied to procurement functionality and purchase orders should be in place for these purchases prior to verifying the Procurement Card transaction in Workday.

What will happen to PCards?

  • Current PCards will be called “Expense Cards” in Workday.

What will Expense Cards be used for?

  • Expense Cards can be used for travel related purchases as well as routine, non-travel related purchases under $1,000.
    • This threshold only applies to non-travel purchases. 
  • Travel-related purchases over $1,000 may be paid for via an Expense Card.
  • Expense Card purchases are reconciled through Expense Reports in Workday and are not tied to a purchase order.

We anticipate the use of Expense Cards and Procurement Cards to decrease with the punchout functionality and the addition of suppliers to punchouts over time.

Why the $1,000 threshold?

  • The university has a state requirement to track attractive assets. Due to this requirement, purchases over $1,000 should be purchased through a purchase order to ensure compliance.
  • Purchasing equipment through expenses limits the university’s ability to approve and register the equipment at the time of purchase. 

There are many changes to existing business practices that will be introduced with Workday. Training will be provided to acclimate the community to these changes.

It’s difficult to understand the end-to-end impacts that these changes and many others will have on workloads across the university. We will continuously revisit process changes post Go-Live and review supporting data to determine if adjustments need to be made.