Streamlining Supplier Onboarding Processes for Enhanced Efficiency

Supplier Request Questionnaire 2025 1

Project Timing Currently we have 2 different supplier onboarding processes: Supplier Type Initiated via Initiated by Additional Non-PO supplier for use on SIR Workday Create Supplier Request task Users with Workday role P2P FAO/Cost Center Submit Qualified/PO supplier for use on Requisition Webform Supplier Add Request Form Users with Active Directory AD authentication Supplier completes the onboarding/qualification process in Workday Supplier Request Questionnaire February 3/12/2025 Demos/Testing Go-live (Day after March P2P User Group meeting) Supplier Invoice Request Questionnaire SIR Questionnaire is going to be updated to be very similar to Supplier Request Questionnaire Soon we will be turning our attention to a new system to onboard all suppliers: those that need to be qualified AND suppliers that do not need the more rigorous qualification requirements Demos/Testing Go-live 2

Supplier Request Current Status Not collecting all required information Not all the appropriate information and/or resources are being provided at the time when it is needed Weaknesses with regard to compliance requirements Some result in numerous emails to get information, clarify the situation, etc. Sometimes the result is a Denial with redirection to a different process 3

Whats New Supplier Request Instructional Text Questionnaire finally made available by Workday 1) Instructional Text a) Redirect to proper process b) Reference Guides and links to policies more accessible where the user might have questions and need resources 2) Questions a) PCard: If these conditions exist, then you should be using your PCard Supplier accepts credit card payments and does not charge more for it Department has a PCard and it is available for use The payment is within your department s limit (typically $5k) b) High Risk Situations: If these conditions exist, then you must qualify the supplier instead Supplier/Payee has access to Protected Health Information (PHI). Supplier/Payee has access to any other High Risk Data Lease Agreement/Arrangement exists c) CLEAR+:If any of these are being purchased then you must qualify the supplier instead Clinical Equipment, Lab Equip, network connectivity required, other capital Unless you have an exception document from Purchasing saying use of the SIR process is ok (must attach exception approval) 4

Whats New d) Bid Requirement Redirected to qualify supplier if you are going to pay (in total) $25k+ Diversity questions are asked as part of the qualified supplier onboarding and Requisition processes (Supplier Request) Supplier Diversity information collected if $25k+ and ok on SIR OR <$25k and sponsored funds will be used (excluding study subject payments) e) Tax Reportable Payments Goal is to collect W9/Sprintax info when needed Not needed when you do not intend to pay any type of tax reportable payment Require only W9/Sprintax if services not being performed but it is a tax reportable payment (e.g., Prizes) If services performed, need to identify Independent Contractors to collect Assessment form Honoraria and businesses with 2+ employees are exempted/not applicable (W9/Sprintax still required) f) Stark: Routing to Compliance Office to review the situation to make a determination. g) Conflict of Interest: Routing to Office of Counsel to review the situation to make a determination. Conflicts exist and the majority only involve monitoring. 5