General Purchasing Steps
First, determine what to purchase and acquire departmental approval:
1. Find the best item or service for your department’s needs.
2. Get written approval from your department.
3. Document the business purpose of the purchase and its benefit to the University.
5. Clarify the cost with the vendor (unless the purchase will be made through eProcurement). For purchases from individuals for personal services, request a Scope of Work, which is described below.Requesting a written quotation from the vendor is the easiest method for clarifying all costs. Vendors routinely provide these. For larger, more complex purchases a quotation is often required.
Second, determine the best method to make the purchase:
1. Check eProcurement first:
No dollar limit exists for purchases made through eProcurement
which is the preferred purchasing method.eProcurement offers pre-negotiated prices for office, computer and lab supplies, and a variety of items.
2. For orders of $3500 or under (including 9.5% sales tax and freight):
Use the ProCard
. Purchases over $3500 by ProCard may also be possible by emailing the Purchasing Coordinator at UWB Purchasing
for approval. Please acquire prior
approval for orders over $3500. More information about ProCard can be found at: ProCurement Card Services | Procurement Services
3. For orders of $10,000 or under (not including 9.5% sales tax and freight):
You may be able to purchase through the Non-PO Invoice
system (see below), or ProCard
. (Note: ProCard purchases over $3500 must be pre-approved by the Purchasing Coordinator at UWB Purchasing
Non-PO Invoice System Procedures:
· With proper departmental approval, order and receive the item or service.
· Receive the vendor invoice and write “Approved to Pay,” the budget number, and obtain the approver’s signature directly on the invoice.
· Enter the transaction into the Non-PO Invoice system through eProcurement. (Note: If you do not have access to the Non-PO Invoice system, contact UWB Purchasing).
4. For orders between $10,001 -$100,000: Always contact UWB Purchasingfor assistance. At this dollar level UW Seattle must be involved and a purchase order may be required.
Purchase Order Procedures (informal bid process):
Acquire three or more vendors’ quotes. If no other vendor can be located who meets your needs and qualifications, a sole source justification
Complete a Request for Purchase
(RFP) and attach the vendor quote(s) or complete the on-line sole source form.
Email the RFP, quotations or sole source justification to UWB Purchasing
at Box 358525.
ProCard may still be an option for orders between $10,001 -$100,000:
Some vendors (particularly caterers, conference registrations, and memberships) are best paid on ProCard through a pre-approved limit increase. Email the Purchasing Coordinator at UWB Purchasing prior
to the purchase and:
· Explain what is to be purchased and its business purpose
· Attach a quotation from the vendor
5. For orders over $100,000 (formal bid process): Always contact UWB Purchasing for assistance. At this dollar level, the transaction may require public competitive bidding.
Contact UWB Purchasing or your department fiscal contact if you’re unsure of the best procurement method.
Procedures vary depending on who
you are reimbursing and for how much.
Acquire written approval from your department and food and beverage approval
(if applicable) prior
to the purchase.
3. Reimbursing UW Employees and Non-UW Individuals over $5,000:
Complete an Invoice Voucher/Receiving Report
, have the payee sign, attach receipts, and submit with receipts to UWB Purchasing at Box 358525. Email UWB Purchasing for questions.
In addition to paying companies, corporations, businesses and firms for providing goods and services to the UW, individuals (a.k.a. Independent Contractors) also provide a wide range of services for the university. Such payments are for higher-level professional and technical services.
2. Form 1632
to determine whether the payee can be designated as an independent contractor.
3. An invoice from the vendor with the following information: “Remit to” name and address, current date, description of the item(s) received, unit costs, and total amount due.
5. Optional but highly recommended: Scope of Work
Scope of Work:
The Scope of Work is generally one or two pages outlining the following:
· The full name and address of the individual(s) doing the work.
· A clear description of the deliverables (for example, a draft or final paper,) and/or other services to be received (consultations, meetings, etc.).
· A timeline for start and completion of the work, and the amount to be paid. Payment can be paid upon full completion of the task, or upon partial completion of the task, such as “payment of $1,000 upon completion of the draft paper,” or “payment of $900 after three consultations.”
An honorarium is a “presentation-oriented, invitational event,” such as a lecture or talk. Pay honoraria by completing:
2. Form 1631
to determine if the presenter can be hired as an independent contractor. An invoice from the payee is not required for honoraria and the payee’s signature is required on the Check Request only if they are also to be reimbursed for items. See this site: http://f2.washington.edu/fm/ps/how-to-pay/honorariums
for more details.
3. Submit the forms to UWB Purchasing at Box 358525.
Cell phone purchases or transfers
Contractual issues and management
Customs letters for foreign travel with equipment
Field trip insurance
Fiscal compliance approval or questions
Foreign vendor orders (import/export costs)
Hazardous material purchases
Household moves of new faculty or staff
IACUC (animal product)
Paying non-resident aliens
Prizes, gifts, awards to students, faculty or staff
ProCard purchases for advertising or items over $3500
Refunds on items purchased
Reversals of expenditures and refunds
Sales or other taxes associated with a purchase
Sole source statements
Student group travel arrangements and costs
Subcontracts for research
Veterans’ reimbursements by the DVA
Wire transfers (both payments and receiving funds)
Each on-line system for purchasing (i.e., eProcurement, Expense Reports (for travel), Non-PO invoice, eReimbursements, etc.) can be used to monitor and follow up on approvals and payments. Additionally, these systems can be used to monitor payments pending or finalized:
The UWB Budget & Fiscal Services office advises on UW Bothell purchases and reimbursements, and serves as intermediaries between you and UW Seattle Procurement Services, vendors and others to resolve purchasing concerns.