Purchasing
The purchasing method used by a department will depend upon the type of purchase, and the amount. The following information will help to determine the appropriate method of purchasing.
Is the Order Under $1,000?
- Most office, computer and lab supplies are available through the UW Stores eProcurement program. Check the e-procurement site for more information, or Administrative Services Policy and Procedure Section 3.7 - eProcurement for UWB specific policies and procedures.
- Does the vendor accept Visa? Check with your department program coordinator to see if the Department's procurement card could be used for the purchase. Administrative Services Policy and Procedure Section 3.4 - Procurement Card for more information.
- A petty cash check could be written for the order if the item qualifies for petty cash payment or reimbursement. Please see Administrative Services Policy and Procedure Section 3.3 - Petty Cash for more information on qualifying transactions. Submit the Petty Cash Voucher form to the Petty Cash Custodian, Finance & Administration, Box 358525.
Is the Order Between $1,000 and $2,000?
- In addition to using eProcurement (UW Stores) and the Department's procurement card, a purchase order can be process through UW Purchasing. Complete the Request for Purchase Form and send to the Purchasing Coordinator, Finance & Administration, Box 358525.
If Over $2,000 or None of the Above Apply
- The purchase request must be processed through the UW Purchasing system. Complete the Request for Purchase Form and send to the Purchasing Coordinator, Finance & Administration, Box 358525. All information must be included on the form, including an authorized signature. Include any additional information in the comments section.
If Over $3,000
- The order must be placed by the Purchasing department on the Seattle campus. You may not order the item yourself. The UW Purchasing department will research vendors and manage the bidding process. Complete the Request for Purchase Form and send to the Purchasing Coordinator, Finance & Administration, Box 358525. All information must be included on the form, including an authorized signature or the form will be returned to you. Include any additional information in the comments section.
- If you feel there is only one vendor that can supply the item(s), you will need to submit a "sole-source justification" with your request for purchase.
Receiving goods: Please see the receiving guidelines on proper receiving procedures. Send the packing slip and/or invoice to the Purchasing Coordinator for purchase orders, or to the Department's Visa card holder if purchased on procurement card.
Returning goods: The Return Goods Memorandum must be completed if you return items purchased on a purchase order.
Questions? Contact the Purchasing Coordinator, Petty Cash Custodian, or Finance and Administration Director.
