Important Travel Requisitions and Purchase Orders Business Process Changes


Travel Requisitions & Purchase Orders

As the university plans for conversion to Workday, the Knight Vision team continues to identify changes in processes that in the future state will provide efficiency and reduce the cost of doing business. In this spirit, as Workday goes live, the university will no longer require purchase orders (POs) for travel.  Authorization to travel will be documented through another process within Workday, which will be fully revealed later.  As such, all travel requisitions and POs will be closed at the end of this fiscal year.

Please review the following guidelines to assist with this year’s processing:

POs Currently Open or Opened Prior to Cut-off

  • Current and noncurrent expenses need to be identified.
  • Generally, current expenses are those that under normal university procedures should be paid prior to July 1, 2022.
  • Noncurrent expenses should be paid after July 1, 2022.

Travel POs Currently Open or Future Travel Requisitions and POs

  • Only current expenses should be included or paid. Examples include conference registration, airfare, and other expenses that are required to be paid prior to travel.
  • Examples of noncurrent expenses include lodging, transportation, per diem, etc.
    • POs with noncurrent expenses will have those lines canceled.
    • Requisitions with noncurrent expense lines will not be approved.

Budget Planning

For POs that are sourced from current year education and general (E&G) budget, i.e., not already tied to the carryforward allocation, E&G funds will NOT automatically roll forward.

  • If the services or goods were not incurred in the current year and, thus, the expense does not apply to the current year, the original E&G funding becomes carryforward on July 1 and is subject to the university’s carryforward policy.
  • If the services or goods related to the PO occurs in the following fiscal year, then the dollars/budget to pay that invoice needs to be factored in as part of the next fiscal year E&G budget. This change will require exercise in good budget discipline to factor expenses into the appropriate year’s budget.

For example, Department X enters into a three-year contract for $12,000 and issues a PO for this contract. Budget should include the annual cost in each of the next three fiscal years. Budget allocation will be as follows:

Year 1 – $4,000
Year 2 – $4,000
Year 3 – $4,000

Note that the budget will not be allocated to show the full $12,000 in Year 1.

Detailed explanations of these changes will occur at the upcoming Financials Focus Group meeting on Friday, March 11th. In the meantime, if you have any questions on these changes, feel free to contact or