Welcome Back, Cyclones! Let’s Make Smart Purchases Together

Procurement Tools & Workday Update
cyBUY & Campus Storefronts
Updates & Reminders from Card Services
Stay Connected

As the campus comes alive with the energy of a new academic year, Procurement Services is here to support you with helpful tools and resources—both new and familiar—to ensure a smooth and successful start. Whether you're placing your first order of the semester or planning for upcoming needs, we're ready to help you get the year off to a great start!

 

 Procurement Tools & Workday Update

Want to buy something but don’t know where to start?

The Procurement and Payment Methods Webpage is a great place to start! This webpage contains categories of goods and services, outlines exactly what you need to do to make a purchase or payment, and explains the documentation required for each situation. 
 
Please note that this is a lengthy webpage, but you can use "ctrl + f" to search for a keyword on the page. We hope you will find this resource helpful when determining how to initiate purchases and payments.

 

New CyBox Folder for Tax-Exempt Certificates

Procurement Services is excited to announce the launch of a new CyBox folder for commonly requested tax-exempt certificates. Having a centralized location allows for quick access to tax-exempt certificates and reduces the need for repeated submissions, and minimizes delays in processing requests. The certificates will be updated each January, so a current year signature will be available.

If you don’t see the company you need in the CyBox folder, you can still submit a request using our  Sales Tax Exemption Request form.  
 

For more information or assistance, please contact Procurement Services at procurement@iastate.edu.

 

Banner and Menu Refresh in Workday

The Workday homepage has seen a few key updates: a new banner on the homepage and categories introduced to the Workday menu. 

The new banner on the homepage now features a collage of images that speak to the campus experience, with the opportunity for images to be rotated and added to new seasonally. While the banner is a visual change, a more functional update comes with the introduction of menu categories.

Currently, Workday apps and items – like Benefits and Pay Hub, Learning and Procurement – are listed next to each other in the same hierarchy. Employees and students can edit their menu to change the order of the apps.

For better navigation and to more quickly find the app you need, the Workday menu will now contain categories. These categories better organize the menu, grouping like apps and dashboards to be convenient for employee roles.

Employees and students will be able to move apps around within a category, though the categories themselves cannot be reordered. As another benefit, more menu items are now allowed, as the previous limit of 20 items no longer applies.

New Category Placement: As part of this update, some apps have been relocated to align with the new category structure. Notably, the Expenses Hub is now found under the Personal category. This change is intended to streamline access to tools related to individual financial activity and simplify the overall user experience.

 

 cyBUY & Campus Storefronts


cyBUY

Wondering what you can order through the cyBUY Marketplace in Workday?
The cyBUY Supplier Information Webpage contains information about each of the suppliers available through the cyBUY Marketplace, including the  purchased items from those suppliers, and the shipping information for orders submitted through their catalog.
 
Amazon Business is also available through the cyBUY Marketplace, but you must complete either the virtual instructor-led or the self-directed course: cyBUY Amazon Business Training or cyBUY Amazon Business Registration (Self-Directed Course) to gain access. If you haven’t taken the training and are interested in doing so, please register for an upcoming session. You can use the links to the courses above to get started.


Need to submit an order through the cyBUY Marketplace, but are new to cyBUY or in need of a quick refresher?
Our Quick Reference: cyBUY Ordering is a visual guide that highlights the steps required to successfully submit a cyBUY order!

 

cyBUY Marketplace Enhanced

To help you get the most out of your cyBUY Marketplace shopping experience, we’ve put together some helpful tips and updates: 

Shopping Best Practices: 

  • Open one catalog at a time to avoid system errors.  

  • Use return links to navigate back to the marketplace.  

  • Checkout behavior: Clicking “checkout” with an empty cart will return you to the marketplace for certain suppliers (e.g., Fisher Scientific, Promega).  

  • Supplier-specific return language varies (e.g., “End Session” for Grainger, “Cancel Punchout” for New England Biolabs).  
     

Helpful Features: 

  • Understand marketplace icons: 

  • Globe: Visit supplier Catalog

  • Magnifying Glass: Search the supplier catalog listings

  • Envelope: Request gift card denominations 

  •  RFQ: Request quotes from suppliers 

  • New price comparison tool at checkout helps you find the best value.  

  • Track recent orders directly in the platform. 

Supplier Updates:  Some suppliers are not yet integrated into the new marketplace. You can still order from them via quote and P-Card or Non-Catalog Requisition. Contact details for Covetrus, Roche, and others are available here. 

New Additions: Central Stores and Chemistry Stores are now available in cyBUY. 

Final Reminder: Complete your checkout in Workday to ensure your order is processed correctly. 

For more details, check out our website to learn more.

 

University Internal Stores

Explore Campus Resources: Internal University Stores Now in cyBUY Marketplace
 

Central Stores 
Central Stores has over 6,000 products available on campus at a storefront located in 192 General Services Building. Central Stores offers breakroom supplies, electrical supplies, hardware/tools, janitorial supplies, lubricants & automotive supplies, paint and painting supplies, paper, plumbing and insulation supplies, refrigeration supplies, safety supplies, gardening supplies, and office supplies through the online catalog and in the physical storefront.
 
Chemistry Stores 
Chemistry Stores offers a wide range of research, laboratory, and chemical supplies in addition to a Lab Coat Cleaning Service. There are over 2,000 in stock items, and their inventory includes liquid nitrogen, dry ice, chemicals, solvents, enzymes, media, glassware, lab supplies and equipment, and ceramics. Chemistry Stores also supplies all of the industrial, high-purity, and specialty gases for Iowa State University. Orders can be placed through the online catalog or through the storefront in 1400 Gilman.

 

Office of Biotechnology 
The Office of Biotechnology’s Core Facilities are dedicated to providing researchers with state-of-the-art instrumentation and expert support to push the boundaries of knowledge and innovation. The core facilities serve as a resource to the Iowa State University community and to researchers across the globe, helping to advance scientific discovery. To place an order, simply use the link available on cyBUY, which will direct you to the work submission form. If you have any questions, feel free to contact the appropriate facility:

 
ISU Book Store
The ISU Book Store offers not only books but a wide variety of apparel and gifts with the trademarked Iowa State University logos and images, and is our Apple Authorized Campus Store. Orders can be placed online through the website or in-person at the Memorial Union. If you have questions or want to submit an order via phone, you can call 515-294-5684.
 
Printing Services
Printing Services offers a wide range of materials and services, including posters, banners, signage, finishing and bindery services, variable data printing, mailing and postal services, thesis /dissertation printing and binding, kitting and assembly services, printing business cards and letterhead, offset printing, and digital printing. If you know what you need, orders can be placed directly through the website, and if you need a little assistance figuring out what would work best for your project, you can call 515-294-3601 and a Printing Services staff member will assist you.
 
Transportation Services
Transportation Services offers vehicle rentals, vehicle wraps and signage, vehicle up-fits, titles and licensing, employee vanpool, and special event, field trips, and airport shuttles. Information on how to access each service can be found on the website. Vehicle reservations, as well as shuttle requests for special events, field trips, and trips to the airport, can be made online through the website.

 

 Updates & Reminders from Card Services

Purchasing Card (P-Card) and Travel and Hospitality (T&H) Cards
 

Tax Exemption and Making Sure You Receive It!

Here are three resources we have available to help you to navigate receiving tax exemption:

1) Making a Purchase at a Local Store (ex: Menards, Lowe’s, Sam’s Club, Target, Theisen’s, Walmart)?
Please check the Local Supplier Information Webpage before heading to the store so that you have the most up-to-date information we have regarding doing business with that supplier.
 
Several local stores require you to bring additional information with you to the store to make a purchase on behalf of Iowa State University with your P-Card or T&H Card. If you have information about using your P-Card or T&H Card at a local supplier that would help your colleagues do business with that supplier, please email procurement@iastate.edu to let us know. We are always looking to expand our resources for our colleagues!
 
2) Using the Iowa State University Sales Tax Exemption Number
The sleeves provided with your P-Card and your T&H Card have the Iowa State University Tax Exemption number on them (1-85000775M).  With some suppliers, all you will need to do is provide that number at the time of purchase to receive tax exemption.
 
If you need a new card sleeve, please email cardservices@iastate.edu and let us know if you need a sleeve for your P-Card, your T&H Card, or both, and the address to which it should be sent.
 
3) Requesting a Tax Exemption Certificate
Gone are the days when one Tax Exemption Certificate could be used for any supplier.  The Iowa Department of Revenue now requires a supplier-specific certificate, which can be requested through our online Sales Tax Exemption Request Form.
 
The company name and address are required fields on the form, as this information is needed to create a Tax Exemption Certificate for that supplier.


Should you use a P-Card or a T&H Card to make the purchase? 
Check out the P-Card or T&H Card: Which should I use? Webpage to find out which card is appropriate to use (and won't be declined).  


What about snacks or refreshments?
Hospitality purchases include things such as group meals with interview candidates, guests/visitors, and students, but they also include snacks, refreshments, and ANY food items purchased for meetings and events, even those items purchased at Sam’s Club, Walmart, Hy-Vee, Fareway, Aldi, or Target!

Please make sure that you are using your Travel and Hospitality (T&H) Card to make all hospitality purchases, including those purchased from a supplier that isn’t classified as a restaurant or caterer. If you don’t yet have a T&H Card and need one to make hospitality purchases, visit our How to Get a T&H Card Webpage for instructions on how to apply.

 

Guard Your Cards: Why Sharing Isn't Caring

You may feel tempted to help a colleague by sharing your P-Card or T&H Card. However, it is crucial to understand that sharing cards is unacceptable for several reasons.
 

Legal and Financial Risks: Sharing your card information can lead to unauthorized transactions.  You are responsible for all charges made on your card, even if they were made by someone else.

Security Concerns: Card sharing exposes sensitive financial information to security risks and increases the possibility of fraud and identity theft.

Violation of Terms: Our agreement with U.S. Bank explicitly prohibits sharing card information. Violating these terms will result in the cancellation of your card.
 

While sharing cards might seem convenient and helpful, it is prohibited. P-Cards and T&H Cards are to be used ONLY by the named cardholder and are not to be loaned to or used by another ISU employee or other person. The named cardholder has full liability for any improper charges that result from allowing others to use their card.

 

Reminder: Airbnb for Work Requirement for T&H Card Use

As you plan travel using your Travel & Hospitality (T&H) Card, please keep in mind the following lodging guidelines to ensure compliance with university policy: 

Allowable Lodging Expenses on a T&H Card: 

  • Booking directly with a hotel 

  • Using Airbnb for Work, which is the only approved third-party lodging platform 

Additional Requirement for Iowa Lodging Venues: 

If your lodging venue is located within the state of Iowa, you must also verify that the provider: 

  • Is compliant with Iowa law 

This certification is required by the state and ensures that ISU travelers are supporting responsible and legally compliant lodging providers. 

How to do Business with Supplier:

Go here to sign up for the Airbnb for Work dashboard using your @iastate.edu email address.

Employee will be set up with a traveler profile and can search for lodging as usual within the app or on the website. When checking out, you will select “traveling for work” and that will keep it separate from your personal profile (if applicable). Trips will be sent to our ISU dashboard, where the agent listed below will have access to booked trips and receipts, if needed. 


For more information or assistance with booking travel, please contact Liz Lunaburg or visit the Contracts by Commodity.
Thank you for helping us maintain responsible and compliant travel practices!

 

Catch Up on the Latest from Card Services

Check out the most recent communication for important news and helpful reminders:

 

 Stay Connected


Need Assistance?

Please reach out if you need assistance with making a purchase or navigating a procurement process!

Finance Service Delivery Team
Your Finance Service Delivery Team can always be reached by emailing finance_delivery@iastate.edu, but you also have the option to request assistance by completing one of the following forms that help to gather the information they will need to assist you!

These forms and several others can be found in the Finance and Planning Service Portal and help to gather the necessary information your Finance Service Delivery Team needs to assist you with the transaction.


Procurement Services
In addition to the Procurement Services Help Desk, which can be reached by emailing procurement@iastate.edu or calling 515-294-4860, we also have a Card Services Help Desk and a cyBUY Help Desk!
 
If you are looking for help or have questions regarding your P-Card or T&H Card, you can reach out directly to our Card Services Help Desk (Rachel Jones, Shari Russell, Lesley Lackore) by emailing cardservices@iastate.edu or calling 515-294-7024.
 
If you are looking for help or have questions regarding the cyBUY Marketplace, or an order you have submitted through cyBUY, you can reach out directly to our cyBUY Help Desk (Ella Schau, Talia Luvaga) by emailing cybuy@iastate.edu or calling 515-294-7568.


Upcoming Events!

Make plans to join the Procurement Services Supplier Show this fall and the Travel and Event Services Showcase this winter!
 
The 2025 Procurement Services Supplier Show will be held on October 14, 2025, from 10 AM – 2 PM in the Great Hall of the Memorial Union.  Plan to bring your ISUCard to check in and be entered into the drawing for door prizes!
 
The Procurement Sevices Supplier Show will provide you with an opportunity to:

  • Discover a wide range of products and services from internal and external suppliers — all attending in person.
  • Connect with the teams behind Iowa State University's Internal Stores and departments.
  • Play to win! Sink a putt or show off your Cornhole skills for a chance to win a gift card and treats for participating.

 

 

Stay Tuned for More!
Exciting details about the upcoming Travel and Event Services Showcase will be shared this winter. Be sure to check our website and newsletters regularly so you don’t miss out!

The Travel and Event Services Showcase will provide you with an opportunity to:

  • Explore the travel and event services available to Iowa State University Employees!
  • Talk directly to representatives from our external suppliers and internal resources who can assist you with planning future events and/or travel!
  • Get your travel and event questions answered!

Interested in receiving information like this each quarter?
If you found this information helpful and would like to make sure that you receive the Procurement Services Quarterly Newsletter, please visit our Contact Us page and click the red subscribe button at the bottom of the page.