Contract Requests Are Moving to Workday Strategic Sourcing: What to Expect

Here's what to expect!

Procurement Services is introducing the Contract Intake form in Workday Strategic Sourcing (WSS) as the single starting point for all contract requests handled by Procurement Services. The rollout begins in December with Non-Purchase Order (Non-PO) contracts and expands in January to include PO-related contracts. 

What's Changing?

One form, one starting point. Once both phases are in place, every contract request will begin with a Contract Intake in WSS, regardless of payment type. Contract Intake replaces today's separate starting points for contract review: a Workday Requisition for PO contracts and the Request Form in UVA Marketplace for Non-PO contracts (e.g., no-cost contracts or those paid via University T&E card) For PO contracts, a Requisition will still be required after the contract is executed.

Familiar questions, with a few enhancements. Contract Intake asks similar questions departments answer today, with enhancements to help Procurement Services identify compliance needs and clarify requirements earlier. Gathering this information up front helps requests move forward with fewer late-stage issues.

The main chance. Departments will submit the Contract Intake form first, then complete the applicable purchasing steps after the contract is executed (i.e., submitting a Requisition or paying by T&E Card). 

When Will This Happen?

Phase	Launch date	What it Means for You
Phase 1: Non-PO Contract Requests (T&E Card or no-cost)	December 11, 2026	The Non-PO Contract Request Form in the UVA Marketplace will be retired, and all Non-PO contract requests must be submitted using the Contract Intake form in WSS.
Phase 2: All Contract Requests (including PO contracts)	January 26, 2027	Contract Intake in WSS becomes the required first step for all contract submissions.

The phased rollout gives Grounds time to learn the form and ask questions, with training, reference resources, and support available before each launch date. 

What Does This Mean for You?

Your department will document the business need and flag relevant compliance considerations based on your knowledge of the goods or services. After contract execution, you'll complete the purchasing steps, monitor contract performance, and track upcoming expirations. 

Procurement Services will continue to review and negotiate contract terms, coordinator compliance activities, and manage contract signature and execution. 

What Happens Next?

Training details and reference materials will be shared ahead of each phase. For now, continue using the current contract request process and share this announcement with colleagues who submit contract requests so they are aware of the upcoming changes and rollout dates. 

Contract Intake is a step toward a clearer path for every contract request, and also builds toward a Workday-first approach and a more transparent, collaborative experience between departments and Procurement Services. For more information, visit the UVAFinance Procurement Transformation site. 

Questions About Contract Intake?

Email the Finance Solutions Center at AskFinance@virginia.edu.