Frequently Asked Questions

1. Request your supplier’s W9 Form and their electronic payments form (ACH/EFT).
2. Submit a “Create Supplier Request” task in Workday and attach documents for Accounts Payable’s review.

• Supplier in Workday is confirmed (Accounts Payable).
• All goods and services should be entered into Workday prior to being rendered/delivered.

• PO numbers are required for all requests over 10K. Procurement creates PO numbers from supplier contracts or requisitions that are submitted into Workday.
• Some requests over 10K may not require a PO. Follow up with Procurement for more information.

A Requisition for Goods should be used when requesting goods over 10K.

A Requisition for Services should be used when:

• You are procuring services and an agreement is not required.
• Mostly orders under 10K each year.
• Exceptions may apply; please consult with Procurement with any questions.

A Supplier Contract should be used when:

• You are procuring services and an agreement is required.
• Mostly orders over 10K each year.
• Exceptions may apply; please consult with Procurement with any questions.

PCards should not be used to pay for these types of services. It should only be used to pay for goods under 10K.

1. Submit a “Supplier Invoice Request” in Workday. Attach a copy of the invoice and note the PO number if the invoice is over 10K.
2. If an invoice is under 10K, but is tied back to a contract that exceeds 10K, be sure to include the PO number on all invoice requests.

• If it’s a non-college template, legal approval is required and should be submitted for business and legal review via Contract Submittal Form. Additionally, if a college-template is altered, it will also need to be reviewed.
• If it’s an unaltered college template, legal review is not required, and it can be signed and submitted through Workday for business review.

Turnaround time is two (2) days or less.

Turnaround time is two (2) weeks or less.

24-48 hours.

Please reference the Procurement Contract Templates page.

• If the contract is unaltered, the contract can be signed by both parties with no Legal review.
• Vendor contracts or altered Babson templates should only be signed after Legal review.

A COI is a one-page document that summarizes proof of a supplier’s business insurance coverage.

A COI should be required any time two contracting parties sign an agreement to do work together, especially if the work is being done on campus.

Most COIs should have the following coverages:

1. Commercial General Liability: ($1,000,000 each occurrence, $2,000,000 aggregate).
2. Comprehensive Automobile Insurance coverage: (non-owned and hired $1,000,000).
3. Workers Compensation: ($500,000).
4. Note: Babson College should be listed as additional insured, whenever possible:
   Babson College, The Trustees of Babson College, its officers, employees, and agents are included as additional insured where required by written contract regarding General and Auto Liability, Waiver of subrogation is applicable where required by written contract regarding General Liability, Auto Liability, and Workers Compensation.