LSU’s Procurement Policies & Procedures provide guidelines for university procurements that govern all Workday campuses. Please take a moment to review the Procurement Code policies and procedures, as there have been changes that are relevant.

Updated Procedures, Tasks and Forms

Sole Source Procurements

• Updated the procedure and tasks to provide flexibility in the acceptable quote documents to evaluate Sole Source requests.
  
  
• Updated the form to require identification of the requisition number associated with the request, consolidate duplicate questions, and make consistent branding changes for LSU Procurement.

Used Equipment

• Updated procedure to remove reference of antique equipment which follows different procedures.
  
  
• Updated the form to make consistent branding changes for LSU Procurement.

Dues, Registrations, and Membership Fees

• Updated to allow purchases to be processed without a requisition/purchase order.

The Procurement A-Z index provides departmental guidance regarding how to make purchases by commodity.

For purchases in which the contractor/supplier is required to hold a specific license, certification, permit, etc., departments are responsible for ensuring that these requirements are listed in the technical specifications of the solicitation and when the documentation must be submitted by (i.e. with bid, before award and/or upon request). If a solicitation isn't needed, specific requirements must clearly be communicated with Contractor/Supplier and documented before submitting the requisition.

For more information on the verification process, visit the Licenses, Certifications and Permits webpage.

To strengthen internal controls, Procurement is reinforcing existing requirements related to evaluation team composition for all solicitations. While the supervisory chain restriction has long been in place, we are implementing additional measures to more effectively enforce this requirement. These updates are effective immediately and apply to all campuses.

Key Changes

1. New Request Form
   The solicitation project leader is required to complete the Solicitation Evaluation Team Member Request Form for all proposed evaluation team members.
   
   
2. Organizational Chart Requirement
   The solicitation project leader must submit a Workday report of the organizational chart for all proposed voting members.
   
   
3. Acknowledgement Form
   All evaluation team members must sign the Solicitation Evaluation Team Member Acknowledgement Form, revised to include attestation of:
   
   
   • No conflicts of interest
   • No supervisory chain relationship with other voting members

Actions Required

1. Ensure your department provides an up-to-date organizational chart when requested.
   
   
2. Use the new request form sent by the Procurement solicitation coordinator for evaluation team member selection.
   
   
3. Confirm all team members complete and sign the revised acknowledgement form before participation.

Louisiana law prohibits the purchase of certain telecommunications, video surveillance, and related technologies. Under Louisiana Revised Statute 39:1753.1, LSU is barred from procuring any equipment or services prohibited under Section 889 of the National Defense Authorization Act (NDAA). This restriction applies not only to specific manufacturers but also to any products containing prohibited components, even when sold under a different brand name. Purchases made in violation of this law are legally void, and suppliers must certify compliance before any purchase can move forward. Procurement works closely with the LSU Police Department to ensure the procurement of radios, drones and security/surveillance cameras are in compliance with these laws as well as other applicable federal & state laws and system/university policies.
 
Manufacturers included under the NDAA restrictions include well-known brands such as Huawei Technologies Company, ZTE Corporation, Dahua Technology Company, Hangzhou Hikvision Digital Technology Company, Hytera Communications Corporation, AO Kaspersky Lab, China Mobile International USA Inc, China Telecom (Americas) Corp, Pacific Networks Corp., ComNet (USA) LLC, China Unicom (Americas) Operations Limited, and Kaspersky Lab, Inc. Recent updates to the NDAA have expanded these prohibitions to certain DJI (Shenzhen Da-Jiang Innovations Sciences and Technologies Company Limited (commonly known as ‘‘DJI Technologies")) and Autel Robotics drones & related products, which is why requests to purchase these items cannot be approved.

These requirements are mandatory and non-negotiable. LSU cannot grant exceptions based on price, availability, grant funding, research needs, or operational necessity.
 
All employees involved in procurement should understand that this is a legal compliance obligation—not a discretionary policy—and that all proposed technology purchases must be reviewed by Procurement and LSUPD to ensure they do not include NDAA prohibited equipment or services.

During Fiscal Year 2026 YTD (7/1/2025 – 12/31/2025)

LSU departments have retained $137,569.85 in their budgets by promptly receiving and paying invoices.

Since being enabled in Workday (5/1/2021 – 12/31/2025)

LSU departments have retained $810,573.55 in their budgets by promptly receiving and paying invoices.

Approximately $332,478.17 was lost by not paying within the prompt payment/early payment discount timeframe.

Best Practice Reminders to Realize Savings

• 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.

Procurement will begin transitioning the current requisition experience from the Purchases Worklet to the Requisition Worklet as mandated by Workday which plans to deprecate the Purchases Worklet in March 2027.
 
The Requisitions Worklet enhances the employee experience by giving users the ability to submit requisitions using all supported ordering methods while also providing transparency into the procure-to-pay process. Requisition defaults (i.e., company, requisition type, ship-to address, worktags (program, project, grant, etc.) can be selected and saved until reset or adjusted by the end user.
 
Please use the next year to begin exploring and becoming familiar with the functionality before it becomes the only method for placing procurement transactions. More information and updated job aids using the Requisition Worklet will be made available as soon as possible.

Duplicate & Incomplete Supplier Registrations

We are seeing an increased number of supplier applications where the individual or entity is already registered in the database OR the applications are incomplete (missing W-9 or inaccurate EIN or company name).

Departments are reminded to check Workday prior to requesting an individual or entity complete the supplier registration application. Use the Find Suppliers by Tax ID report to search for suppliers, preferably by Tax ID, for a more definitive match.

For more information on things to consider prior to requesting a supplier register, visit the ‘Department’ webpage on our Supplier Resources website.

Supplier Registration Approvals

Additionally, departments are reminded of the 3-5 business day turnaround needed for supplier application processing, which starts when the supplier successfully submits the application. Upon submission the supplier receives (2) two email confirmations: one to confirm submission of the application and the second to confirm approval or denial once the application has been processed.

Asking suppliers for approval confirmation emails as proof before reaching out for an update from the Supplier Help Desk or any Procurement staff will help speed up turnaround times.

Existing Catalogs

• MillerKnoll
  • New catalog/user interface live in Workday as of December 22nd
    1. Updated user interface for the shopping experience
    2. One platform for Herman Miller + Knoll
    3. Simplified quoting and order management
       • The updated interface makes it easier to submit and track quotes, place orders, and monitor status with clarity and confidence.
    4. LSU campus project lookbook
       • Explore a curated lookbook featuring completed projects across LSU’s campuses to support inspiration, consistency, and informed decision-making.

• HD Supply (formerly Home Depot Pro Institutional)
  • New catalog/user interface live in Workday as of January 12th
    1. Updated user interface for the shopping experience
    2. New/Expanded Product Offerings
       • Additional categories & manufactures now available.
    3. Quote Functionality
       • Sales representative quotes can now be processed via the HD Supply B2B catalog in Workday.
    4. Simplified quoting and order management
       • The updated interface makes it easier to submit and track quotes, place orders, and monitor status with clarity and confidence.

New Catalogs

• B&H Photo
  • New contract fully executed.
  • New catalog/user interface live in Workday tentatively Spring 2026.
    
    
• Medline
  • New contract fully executed.
  • Workday catalog reactivated as of today, January 30, 2026.

• Departments are advised to download all forms and documents directly from the Procurement website rather than locating them through Google or using saved copies stored on personal computers. This practice ensures the most current versions are used and helps prevent processing delays caused by submitting outdated forms. Additionally, campuses and departments are discouraged from copying Procurement website content to separate websites or internal intranet pages. Instead, a direct link to the Procurement webpage or specific document should be provided. This ensures that all campus and department end‑users access the most accurate and up‑to‑date policies, procedures, forms, documents, and job aids.
  
  

• The supplier application has been updated to include a question requiring disclosure of TRSL contributor status. In addition, Workday employment data is now integrated into the form to identify individuals who are current or former TRSL contributors during the review stage. If an individual is identified as a TRSL contributor, they must obtain consent from Payroll/HRM before completing the supplier application and submitting it for Procurement review.

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.

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.