Before you begin

Prior to submitting, your department must confirm the WCOA to be used for this event.
All contracts will need to be submitted through the portal for review and approval from Purchasing. ONLY fully executed agreements can be processed through Workday.
It is the responsibility of the requestor to first obtain approval from their respective unit for budgeting and approval to engage Procurement for contracting.

1. Access the Portal

Go to the Purchasing Intake Portal. Use the portal when you need help with contract or agreement review and signature.

Under “How may we help you?” choose “Contract/Agreement Support & Signature Requests”

Fill in Jennifer Lia as the Business Office contact/approver, and list her extension x21648.
- Her position is delegating budget approval authority to individual departments and groups. Every single YLS cost center has someone who regularly receives reports and regularly looks at the budget.
Confirm you will be creating a requisition in Workday.
Enter the name of the supplier the contract/agreement is for.
Select the Commodity Category (e.g., Travel, Events, & Catering).
Enter the Estimated Spend for the contract/agreement (enter $0 if unknown).
Provide a brief summary of the contract request.

Upload any estimates, contracts, agreements, or supporting files.

You will receive confirmation on the portal and a confirmation email with your case number.
Close your browser or submit another request if needed.

Send the signed contract to the supplier for their countersignature (Yale prefers contract signed by supplier first).

Once both parties have signed, save a copy for your department’s files.

Your department must creates a REQ to generate a PO in Workday, using the fully executed contract and other supporting documents.

Your department is responsible for ensuring adherence to the contract terms throughout the lifecycle of the event or conference, including payment.