The LSU System Procurement and Property Management Offices are excited to welcome you to the LSU family. We are committed to supporting you throughout this transition and helping make the process as smooth as possible.

Our team will work closely with you to streamline processes, improve efficiency, and identify cost-saving opportunities while maintaining excellent service and support. We look forward to partnering with you and helping you succeed.
 
Welcome…we're here to support you every step of the way.

This year marks an important milestone…10 years of using the Workday Procurement and Assets modules across LSU. We want to recognize and celebrate the dedication, adaptability, and hard work of our faculty and staff who embraced this transformation and helped make it a success.

Over the past decade, Workday has streamlined purchasing processes, improved transparency and accountability, strengthened compliance, and provided better visibility into spending across the institution. These improvements have enabled faster decision-making, more efficient operations, and enhanced stewardship of university resources.

Most importantly, the success of Workday is a direct result of the employees who learned new processes, adapted to change, and continuously worked to improve the system for the benefit of the LSU community.

As we celebrate this achievement, we also recognize the importance of employee well-being. Take a break to pause and reset with our Workday Coloring Sheet.

Thank you for your commitment, innovation, and partnership over the last 10 years. Together, we have built a stronger, more efficient environment that continues to support LSU's mission and create value for our campuses and stakeholders.

Here's to the next decade of collaboration, efficiency, and continuous improvement! 🎉

When submitting a Professional, Specialty, or Consulting Services requisition, selecting the correct PSC type helps ensure the contract is routed appropriately and reviewed efficiently.

PSC-P (Professional Services)

Used for services requiring specialized professional education, training, certification, or licensure.

Examples:

• Accountants
• Architects
• Attorneys
• Engineers
• Physicians
• Veterinary Services

PSC-S (Specialty Services)

Used for specialized services which require the use of highly technical or unique individual skills, expertise, or talent.

Examples:

• Graphic Designers
• Guest Speakers
• Performers
• Photographers
• Trainers and Facilitators
• Technical Specialists
• Videographers

PSC-C (Consulting Services)

Used when an individual or firm provides expert advice, recommendations, analysis, evaluations, or strategic guidance to LSU.

Examples:

• Organizational development consultants
• Program evaluators
• Research consultants
• Strategic planning consultants
• Subject matter experts providing recommendations

Please review the service being provided and select the PSC type that best aligns with the scope of work when creating your requisition.

For additional guidance, please contact your PSC contract specialist (buyer).

Beginning August 1, 2026, the PSC contracting threshold will increase from $2,000.00 to $5,000.00.

Services with a total value of $5,001 or greater will require a PSC contract and associated documentation.

Departments should ensure they are using the most current forms and guidance when submitting requisitions.

During Fiscal Year 2026 YTD (7/1/2025 – 6/30/2026)

LSU departments have retained $306,750.93 in their budgets by promptly receiving and paying invoices.

Since being enabled in Workday (5/1/2021 – 6/30/2026)

LSU departments have retained $979,754.63 in their budgets by promptly receiving and paying invoices.

Approximately $376,008.19 was lost by not paying within the prompt payment/early payment discount timeframe.

Best Practice Reminders

• Suppliers should be sending invoices directly to LSU Accounts Payable & Travel at aptravel@lsu.edu.
  • If Suppliers are sending invoices to department end users, it drastically reduces the opportunity for the invoice to get reviewed, transferred to Accounts Payable, loaded into Workday and paid within the prompt payment term timeframe.
• Departments are reminded to review deliveries and approve/process LSU master contract and Workday B2B catalog supplier invoices timely. 

Suppliers Offering Prompt/Early Payment Discounts

Departments are reminded that the following LSU master contract and Workday B2B catalog suppliers offer prompt payment terms and early payment discounts:

• Airgas (1% 10, Net 30)
• Avantor delivered by VWR (3% 30, Net 30)
• Cintas (2% 15, Net 30)
• Fisher Scientific (2% 10, Net 30)
• Forty Nine Degrees (2% 10, Net 30)
• Genuine Parts Co. dba NAPA Auto (1% 10, Net 30)
• Grainger (2% 10, Net 30)
• HD Supply (2% 10, Net 30)
• Medline Industries (1% 10, Net 30)
• MWI Veterinary Supply (2% 10, Net 30)
• ODP Business Solutions (1% 15, Net 30)
• Specialty Underwriters LLC  (2% 10, Net 30)
• Staples Business (1% 10, Net 30)
• Steelcase via Frost Barber of LA (2% 10, Net 30)
• Thomas Scientific (1% 10, Net 30)

Note: Suppliers with newly added payment terms in bold above.

When making purchases for international shipment, it is important to consider export control requirements early to avoid delays, licensing issues, and compliance risks. Purchasing equipment, software, biological materials, or technical services for international shipment or for use during international travel, particularly to high-risk or sanctioned countries, may require advanced review and federal authorization.

Before purchasing and shipping internationally, consider whether the transaction involves export-controlled items, specialized software or encryption, biological materials, or restricted foreign suppliers or destinations. These activities may be subject to the Export Administration Regulations (EAR), International Traffic in Arms Regulations (ITAR), or Office of Foreign Assets Control (OFAC) sanctions.

If a shipment or travel-related procurement involves an international destination or controlled item, contact the Office of Research or Sponsored Programs/Projects at your respective campuses before proceeding. Early coordination helps prevent delays, ensures regulatory compliance, and protects both the University and its employees.

To streamline reporting on Procurement documents (i.e. Requisitions, Purchase Orders, Change Orders), Procurement has added a new requisition type and purchase order type for construction/renovations using job order contracting services so that these agreements are easier to identify within university reporting.

• Requisition Type: “Construction/Renovation Projects - Job Order Contracting”
• Purchase Order Type: “Contract - Construction - Job Order Contracting”

Services requisition & purchase order type used to request the purchase of construction or renovation projects governed under Title 38 using Job Order Contracting agreements/contractors.

The "Review of Exclusion List Using SAM.gov" procedures have been revised to incorporate the annual verification requirement described in OSRAP Memorandum 26-02.

To minimize the impact of this memo on our campus end users, LSU Procurement will perform the required annual verification on behalf of all Workday Shared campuses for applicable multiyear contracts/purchase orders that are paid with federal funds prior to the end of each fiscal year.

New Master Contracts

• Remi Holdings LLC
  
  • Equipment Maintenance Management Program

Renewed Master Contracts

• CDW Government LLC
  
  • Information Technology Solutions Products and Services

• World Wide Technology LLC
  
  • Technology Solutions, Products, and Services

Procurement reviews transactions both during the requisitioning process and after the fact to analyze LSU’s system wide spending. Having accurate item descriptions of what is being purchased helps procurement staff and University leadership understand where and how University money is being used and helps identify contracts that can be consolidated & leveraged for system-wide savings and contract management.

When submitting a Workday requisition for non-catalog purchases (goods or services lines), please provide as much line-item detail as possible to aid procurement in understanding what is being purchased. Line-item details should match the quote from the supplier including the description, unit price, quantity, and total amount for each line of the requisition, provided the supplier quote has a sufficient line-item description. In some cases, additional information beyond what is listed on the quote may be necessary to accurately describe the good and/or service being purchased, which will help procurement understand the transaction.

Below are two (2) examples showing Workday line-item information, supplier provided information on the quote/invoice, and the expected level of information moving forward:

As the example(s) above show, the more in-depth line-item description on the “Expected Workday Line-item Descriptions moving forward” compared to “Workday Line-item Description” allows Procurement staff while processing the requisition and pulling after the fact reporting for analysis to have greater detail/information for review and decisions without having to dig into each page of attachments/quotes/invoices, follow up with departments (or suppliers) via email, or search a supplier’s website/product page for further details of a product/service.

Departments should routinely review purchase order lines to determine if open encumbrances remain after invoices are processed. An open encumbrance remains when a line either has not been invoiced OR the line has been credited via a supplier invoice adjustment.

Departments are reminded to create receipts to accurately reflect the items actually received. This means the “Fully Received” checkbox should only be selected if certain all items ordered are received.

Prior to requesting status updates from Procurement, departments should check with the Requester/Ship-To contact to see if all items were received. If yes, the supplier needs to submit an invoice for payment. If the item(s) is not received, departments must contact the supplier to request cancellation of the item(s) in their system first. Cancellation notices must be in writing to be forwarded to LSU Procurement at purchase@lsu.edu to request PO closure which liquidates the open encumbrances.

To determine open encumbrances:

• Go to the View Purchase Order Screen
• Click the PO Balances Tab
• View the Obligation Amount Remaining Column (Note: Click the column header to sort column results)
• Note the PO line(s) that have an amount remaining

• Return to the Goods Line Tab
• Navigate to the PO line with the amount remaining
• View both the Business Document Status and Business Document Lines columns to assess if the line has been invoiced or if a supplier invoice adjustment has been applied

• Construction (CRP) purchase orders cannot be closed until the clear lien has been received and the retainage is released.  The request to closure CRP POs must come from the respective campus Accounting/Accounts Payable office once the retainage has been released and paid to the contractor.

• Departments are reminded that, unless a PO is issued with a multiyear PO type, a new requisition must be submitted to renew the contract. A change order SHOULD NOT be entered to add additional years to a term contract or annual agreement.

• Remember LSU Procurement now closes mass closes Fully Paid Punchout (B2B) purchase orders on a quarterly basis. Departments no longer need to request closure on these particular POs. For more information on the timeframe in which the mass close actions occur, visit our website at the link below.