UW Payment to Individual Report (PIR) & Direct Payment (DP)
Definition 
- Payment to Individual Report (PIR): To request payments to individual non-employees, create a supplier invoice request (PIR) for goods and services.
- Direct Payment (DP): To request payments to vendors, companies (including LLCs), institutions, and organizations that provide an invoice, create a supplier invoice request for goods and services. Direct payments are used for one-time non-repetitive payments below $5,000.
Before submitting, ensure the expense is allowable, budgeted, and adheres with policy.
Related Reference Guide(s): UW PO/Requisition/IWO (Non-Catalog Orders)
Who
Department/Unit Initiators
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- Requisition Validator
Department/Unit Approvers
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- Gift Manager
- Grant Manager
- Program Manager
- Project Manager
- Cost Center Manager
*There are other approver roles at the campus level listed within the Create Supplier Invoice Request Workday job aid.
Contract Approvers
Only individuals in Purchasing Services at UW–Madison are authorized to sign contracts with external vendors on behalf of the university. If department staff receive a contract, agreement, or lease requiring signatures, the staff must attach the related document to the requisition and route the requisition through normal approval channels. For purchases of $5,000 or less that do not require a requisition and the vendor is external to the university, any associated contracts must be emailed to Purchasing Services for signature.
(NOTE: Internal UW–Madison vendor contracts may be signed by appropriate designated department staff.)
Obtaining Access
If you need any security roles to complete this process, discuss with your next level leader. If approved, reach out to your department/unit’s Workday Role-Based Access Requester.
To check your security role access set up prior to Workday :
- Click on the Employee Lookup tab in Tableau.
- Enter your name in the legal name field (last name, first name).
To find your department/unit’s Workday Role-Based Access Requester:
- Go to your Workday profile and click "Job” in the left navigation menu.
- Click “Support Roles” in the top header.
- In the Assignable Role column, scroll to find the Role-Based Access Requester.
Training
- Workday for Finance: Procurement for Requisition Validators
- Workday for Finance: Supplier Accounts for Requisition Validators in Workday
Prerequisites
How
SMPH Standardized Workday Pre-Transaction Process
Core Workday Job Aids
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- If the supplier is not set up in ShopUW+, the Requisition Validator should first follow the ShopUW+ Entering a New Supplier Request instructions to set up the supplier.
- Payment to Individual Report (PIR): Create Supplier Invoice Request
- Direct Payment (DP): Create Supplier Invoice Request
- Note: Depending on the category of payment, select 02-16 as the Statutory Invoice Type.
Related Workday Job Aids
Related Reports
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- N/A
Questions
For help with content questions or technical issues, please visit the ATP in SMPH – How to Get Help section. It includes instructions for submitting tickets and connecting with SMPH subject matter experts or technical support teams.