On This Page

• Purpose & Audience
  • Important Note: GCP-Specific Requirements
• GCP Ordering Detailed Protocol
  • Prerequisites
  • Creating a Requisition (RQ) in Workday - Step-by-Step
    • Step 1: Log into Workday
    • Step 2: Start a Requisition
      • Guidance on Splitting and Multi-line Orders
    • Step 3: Add Items to the Requisition
      • Spend Category — SC1708 (Cloud Computing Services – F&A Exempt)
      • Spend Category — SC2516 (Software as a Service – SaaS)
      • Using Line Splits (if needed)
    • Step 4: Review, Checkout, and Submit the Requisition
  • Approval and PO Generation
• Appendix I: Definitions
• Appendix II: Useful Resources

Purpose & Audience

This guide provides clear, accessible instructions for procuring Google Cloud Platform (GCP) services through Burwood Group Inc. using Workday. This guide is intended for UW staff who create and manage Workday requisitions and purchase orders for GCP.

Workday Supplier: Burwood Group Inc

Supplier Contract: SPC-010719: CRA-BGI-032219: BURWOOD GROUP INC INTERNET 2 GOOGLE CLOUD RESELLER SERVICE ORDER

Important Note: GCP-Specific Requirements

This process follows UW’s standard Workday requisition and purchase order workflow. However, procuring GCP services through Burwood includes several GCP-specific and contract-specific requirements that are critical for correct billing, compliance, and eligibility for UW-negotiated benefits:

• Quotes are not required for GCP services ordered through Burwood. GCP usage is invoiced by account.
• Use of a Blanket Request requisition type for usage-based cloud services.
• Select the requisition as Non-Catalog Service items (not goods).
• Apply the appropriate Spend Category:
  • SC1708 (Cloud Computing Services – F&A Exempt) - used for sponsored research. Read more below.

-OR-

• • SC2516 (Software as a Service – SaaS) - apply to all other GCP accounts.
• Include the Burwood Billing ID:
  • New GCP users/groups - request a new Burwood Billing ID prior to requesting a Requisition/PO by completing the UW Cloud Intake Form.
  • If you already have GCP projects that aren’t receiving these discounts, please also fill out the UW Cloud Intake Form for assistance with migrating them to the appropriate billing structure.

These steps ensure GCP usage is billed correctly, tracked under UW agreements, eligible for F&A exemption (where applicable), and eligible for UW negotiated discounts.

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GCP Ordering Detailed Protocol

Prerequisites

• Confirm that you have Workday access and know your company and funding Worktags.
• Understand the internal approvals required by your department and standard Workday routing.
• Collect the Burwood Billing ID.

• • New GCP users/groups - request a new Burwood Billing ID prior to requesting a Requisition/PO by completing the UW Cloud Intake Form.
  • If you already have GCP projects that aren’t receiving these discounts, please also fill out the UW Cloud Intake Form for assistance with migrating them to the appropriate billing structure.
• Confirm whether the GCP account will be used for sponsored research and determine the appropriate Spend Category to apply. All sponsored research programs are eligible for the Facilities and Administrative (F&A) Costs Waiver for UWIT Services.

Creating a Requisition (RQ) in Workday - Step-by-Step

1. Log into Workday

• Navigate to Workday and log in using your credentials.

2. Start a Requisition

• Search for and select "Create Requisition".

 

• Requester: Leave as yourself (Requisition Requestor) or change to the individual who requested the service.
• Company: Select the company associated with your department.
• Currency: Leave as USD.
• Requisition Type: Choose **Blanket Request**.
• Deliver-To: Enter your location or the requestor’s location (no physical delivery occurs for software services).
• Ship-To: Auto-populates based on Deliver-To.
• Funding Tags (Worktags): Select Worktags that correspond to the appropriate funding source(s). If you need to split costs across multiple sources, you may leave Worktags blank initially and add them later when creating line splits or additional lines. (See guidance on splitting below for more information.) 

 

Guidance on Splitting and Multi-line Orders

• You can split Worktags on a single line item (per KB0032808) only when all Worktags belong to the same Company. If Worktags include multiple Companies, create separate lines for each company’s split.
• For usage-based POs (billed on actual consumption), avoid percentage splits—they rarely match actual usage and can lead to inaccurate allocations.
• Consider either a multi-line PO (each line with its own Worktag) or separate POs per Worktag to maintain clarity.

3. Add Items to the Requisition

• Select **Request Non-Catalog Items**.

 

• Change the Non-Catalog Request Type from Request Goods to **Request Service**.

• Complete the line details, then add to cart.

Complete these fields:

• Item Description: Describe the service, e.g., "Google Cloud Platform for Research Computing".
• Apply the appropriate Spend Category:
  • Spend Category — SC1708 (Cloud Computing Services – F&A Exempt): Use this category when you are purchasing services from Google Cloud Platform through UWIT on a budget set up to support sponsored research. All sponsored research programs are eligible for the Facilities and Administrative (F&A) Costs Waiver for UWIT Services. Sponsored research are research projects and grants that have passed through the Office of Sponsored Programs. There is no need for an additional waiver. UWIT holds this waiver. Note: If you purchase GCP directly from Google, you will not receive this waiver.
  • Spend Category — SC2516 (Software as a Service — SaaS): Use this category when purchasing services from Google Cloud Platform through UWIT for any activity that is not sponsored research.
• Supplier: Select Burwood Group Inc. 2.
• Supplier Contract: Select the BURWOOD GROUP INC INTERNET 2 GOOGLE CLOUD RESELLER SERVICE ORDER: SPC-010719
• Start Date / End Date: Choose a 6-to-12-month term to reduce change orders. Dates support estimated monthly usage and monthly invoices.
  • Note: we recommend to have a Start and End Date to aid internal and external review (e.g., 12/01/2027 - 11/30/2027)
• Extended Amount: Estimate total cost: expected monthly spend × number of months in the term.
• Memo to Supplier (Required):

Include details to help Burwood process invoices correctly:

• Customer name (department or group)
• Billing contact (name, email, phone)
• Burwood Billing ID(s)
• Any other information that assists the supplier

Example Memo Text:

Customer: [Department Name]
Billing Contact: [Name, Email, Phone]
This purchase order references Burwood Billing ID (s): [ID/s].
All invoices should reference the PO number. If instructed via the PO, invoices may be sent to uwashington@ghxinvoicing.com.

 

 

• Add each line to your cart after completing its details. Repeat this process until all desired lines are added.
• When ready to check out, click the Cart icon in the top-right corner of the screen, and select Check Out.

 

 

On the requisition screen, you can review and update each line and add memos.

• Internal Memo: Visible only to UW staff.
• Vendor Memo: Visible to the supplier.

To save time, you can copy the memo text from a line and paste it into the vendor-visible memo field.

Internal Memo (Optional but recommended):

• Customer name (department or group)
• Billing contact (name, email, phone)
• Burwood Billing ID(s)

You can also include details like:

• Department approval reference
• Purpose (brief description)
• Worktags (funding source)
• Sourcing Selection — Existing Contract: Internet2 Net+/Burwood/UW / SPC-010719

 

Using Line Splits (if needed)

• Scroll to the far right of the line item and click the 0 under the Splits column.
• Use the (+) button to add splits.
• Split by percentage or dollar amount, then enter appropriate Worktags.
• Important: Worktag splits are allowed only within a single Company.  Use separate lines for multiple Companies

4. Review, Checkout, and Submit the Requisition

• Verify line details, memos, and attachments.
• Attach any required approvals or waivers (quotes not required for GCP services from Burwood Group).
• Click Submit to start the approval workflow.

 

Approval and PO Generation

After submission, your requisition routes through your department’s approval workflow. If the total cost meets or exceeds the threshold for additional review, Central Procurement Services will also be included in the approval flow.

Once approved, Workday generates the Purchase Order (PO) and transmits it to Four Points. Track order status in My Requisitions or Requisitions. 

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Appendix I: Definitions

• RQ (Requisition): A request in Workday to purchase goods or services.
• PO (Purchase Order): The formal purchasing document issued to the supplier after approval.
• Worktags: Funding attributes used in Workday to track and allocate costs (e.g., Cost Center, Program, Grant).
• Burwood Billing ID: Unique identifier for the cloud billing account used to track GCP charges under UW agreements.

Appendix II: Useful Resources

• UW Cloud Intake Form
• How to Create a Non-Catalog Requisition (UWA)
• Workday Requisition to Purchase Order (Deep Dive)
• Cloud Services Guidance
• Manage Workday Apps Menu
• Cancel Supplier Invoice Form
• Department Match Exceptions Form
• Purchase Order – Change of Close Form