We are pleased to announce an important update to LSU’s procurement policy.

Effective July 1, 2025, the consulting services threshold was increased from $74,999.99 to $149,999.99 over a 12-month period.

This change is designed to provide greater flexibility and efficiency in securing consulting services, while upholding LSU’s commitment to transparency, accountability, and ensuring the best value for the university.

Key Highlights

• Applies to all LSU campuses.
• Consulting services under the new threshold do not require a competitive process.
• A formal solicitation (e.g., RFP) is conducted if total spend with a supplier exceeds $149,999.99 within a 12-month period.

Updated Resources

• Suppliers are to be registered in LSU’s supplier database prior to completing any forms or beginning services. Departments can use the Workday report ‘Find Suppliers by Tax ID’ to confirm the supplier is enrolled. 
• The PUR-CR Adobe form must only be completed by registered LSU suppliers.
• Required information must be submitted to Procurement via a Workday requisition.
• Services are not to commence until Procurement has granted approval through issuance of a purchase order.

When submitting a requisition for a multiyear agreement, the requisition must include all years (and all applicable costs) for the term of the agreement. For example, if your agreement is for a 3-year term, the requisition must include the cost for all three years. This ensures that your budget will accurately reflect the financial commitments of the agreement.

To ensure Procurement has sufficient lead time to review and negotiate terms and conditions for purchases required before the Christmas break (December 24, 2025 – January 1, 2026), requisitions, including any agreements requiring negotiation or review, must be submitted by close of business on Wednesday, November 26, 2025.

Please note that submission by the deadline does not guarantee execution. Completion depends on various factors, including the supplier’s responsiveness and willingness to align with LSU and State of Louisiana contracting requirements.

To ensure accurate and timely processing of supplier transactions, please follow the procedures below when changes are necessary for a registered LSU supplier or individual information:

Supplier Address Changes

If there are changes to a company’s address, company email, or company phone number, a Supplier Change should be entered in Workday by a department representative with a Cost Center Manager role.

Note: Updates to a supplier’s contact representative or company name should be forwarded directly to the Supplier Help Desk at suppliers@lsu.edu —do not enter a Supplier Change for these updates.

Supplier Payment Changes

If a supplier requests a change to their payment method, direct them to email Accounts Payable & Travel at aptravel@lsu.edu. AP&T will verify the request and submit a Supplier Change in Workday to update the appropriate payment option.

Note: LSU does not store supplier banking information in Workday. Paymode users must update their details within the Paymode platform.

Supplier Name Changes

If the company informs that there is a name change, documentation should be sent, preferably from the supplier to the Supplier Help Desk at suppliers@lsu.edu. The information will be verified, and Procurement will generate a Supplier Change in Workday to update the company name.

Supplier Tax ID Changes

For changes to a company’s Taxpayer Identification Number (TIN), suppliers must submit a new registration application. The Supplier Administrator will review the information and work with the Procurement Buyer to determine if contract assignment is needed prior to inactivation of the existing supplier record.

Note: LSU employees are not permitted to submit applications on behalf of suppliers. 

Timely updates are critical, and both the department and suppliers should adhere to the appropriate process to ensure the correct action is taken. LSU Procurement is not liable for missed opportunities or delayed payments resulting from failure to follow these procedures.

Effective September 19, 2025, new functionality in Workday has been released adding item identifiers to punchout (B2B) catalog orders.

Manufacturer (MFG) name, MFG Part Number, Chemical Abstract Service Code (CAS), and Supplier provided UNSPSC Code will now display on Workday Requisitions, Purchase Orders, and Supplier Invoices tied to Workday punchout (B2B) catalog orders.

If the item identifiers are passed from the supplier into Workday, they will populate in the related fields. If the supplier does not pass this information, the fields will not appear. These are non-editable text fields and will not impact the checkout process, just improve item-level information and reporting. This functionality does not impact or apply to non-B2B catalog orders.

For more information, please watch the informational and demonstration video in the link below.

During Fiscal Year 2026 YTD (7/1/2025 – 9/19/2025)

LSU departments have retained $47,465.43 in their budgets by promptly receiving and paying invoices.

Since being enabled in Workday (5/1/2021 – 9/19/2025)

LSU departments have retained $720,469.13 in their budgets by promptly receiving and paying invoices.

Approximately $308,398.61 was lost by not paying within the prompt payment/early payment discount timeframe.

Best Practice Reminders to Realize Savings

• Engourage your suppliers to submit the invoices directly to LSU Accounts Payable & Travel at aptravel@lsu.edu.
  • When suppliers send 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 invoices for LSU master contract and Workday B2B catalog suppliers timely.

LSU Sales Representatives

LSU specific sales representatives are listed on the LSU Procurement – Master Contracts webpage to help streamline any questions, concerns, quoting, or invoicing issues. LSU Procurement maintains updated contact information (sales representative name, phone number, and email address) as we are made aware of changes to the account representation. Calling a supplier’s general 1-800 number for assistance rather than the LSU assigned sales representative may lead to additional delays as those representatives are not as familiar with the LSU contract.

Ordering

If an LSU Master Contract has a Workday punchout (B2B) catalog, the Workday B2B catalog should be used as the primary method to place orders through the contract. Some exceptions may be needed for manual purchase orders (i.e., quotes that cannot be processed in the B2B catalog or orders requiring installation with statements of work) or when the B2B catalogs are turned off for fiscal year end.

LSU campus shipping addresses have been formatted as Workday Locations to properly identify the valid campus Ship-To address to be used in procurement transactions. The initiator must select a valid address from the list of approved Ship-To addresses on the requisition.

In the event your department moves, individuals should use the Workday 'Shipping and Mailing Locations' report to verify if the location already exists. 

To view the list of available Workday shipping/mailing addresses:

• Enter Shipping and Mailing Locations in the search bar.
• Enter the building name in the Location Name field (Search Tip: it is best to enter only one word as the system is looking for an exact match if multiple words are entered).
• Select the ‘Has Shipping Address’ checkbox.
• Click Ok to run the report.

If the location does not exist (or you would like to modify an existing Ship-to Address), a Workday Location Request must be submitted to have a Ship-To address created and enabled for shipping usage. 

To request a new (or modify an existing) Workday Ship-To address:

• Enter Create Request in the search bar.
• Select Location Request as the request type.
• Enter the following details for review and approval:
  • Describe the request: Enter the purpose of your location request
  • Is the request creating/modifying one location or a bulk upload of locations? Select appropriate option.
  • What is the purpose of the request? Select appropriate option.
    • Add/Update Shipping Address on a Location
      • Enter the full address and the business reason for this address in the text box.
    • Request a New Location
      • Is the location being enabled for shipping?
        • If yes, enter the following details in the text box:

1. 1. 1. 1. 1. 1. Location Usage
               2. Location Type
               3. Full Address Information and business reason for this address 

• • • Modify Characteristics of an Existing Location
      • Are there location usages or location types that need to be added/changed for this location?
        • Add location usage or change characteristics of usage.

1. 1. 1. 1. 1. 1. Please list the Location Usage changes.

• • • • • Add location type or change characteristics of type.

1. 1. 1. 1. 1. 1. Please list the Location Type(s) to be changed.

• • • • • Add BOTH location usages and location types or change characteristics of usages and types.

1. 1. 1. 1. 1. 1. Please list the Location Usage and Location Types to be changed.

• • • Request to Inactivate a Shipping Address or Existing Location 

1. 1. 1. 1. 1. 1. Please list the details and justification for inactivating the address.

• • • Is this request related to a location owned by LSU? Select appropriate option.

The request will route to the appropriate parties (HRM, Procurement, & Facility Services - Location Administration) based on the information entered at the initiation step. Once the location has been created, the initiator will receive a notification in Workday letting them know the location has been created. Then the department should be able to select the new address on requisitions.

Procurement offers training sessions twice each semester for faculty, staff, and students who are involved in initiating or approving procurement transactions. These sessions are open to all system employees, not just those pursuing purchase agent delegation.

Fall 2025 Training Schedule

Whether you're new to procurement or just need a refresher, we welcome participants from all system campuses. Come learn, ask questions, and feel more confident navigating procurement processes!

If you are interested in additional training not currently offered, please email LSU Procurement at purchase@lsu.edu.