This document outlines basic purchasing and reimbursement procedures for UW/HCDE.

Who to Contact

Faculty making a PURCHASE to be charged to one of their budgets (grant, start-up, gift): In general, you should begin the purchasing process with Elaine Shelley(Grants Coordinator, eshelley@uw.edu). She can work with you to determine the appropriate buying method and budget number to use for your particular purchase.

NOTE: If you need to purchase general office supplies to be charged to a department budget (not one of your budgets) contact Lisa Yamasaki at the front desk and she can make the purchase for you.

Faculty who need to be REIMBURSED for a purchase/registration/travel/etc: In general, you should contact Allen Lee (Fiscal Specialist, alee168@uw.edu) to initiate the reimbursement process.

So, the general rule?
Purchasing requests/questions go to Elaine.
Reimbursement requests/questions go to Allen.

Notes Regarding Purchases

When contacting us for any purchase, please provide the following information in writing (or email):

• Vendor name and contact information (from whom you will be purchasing the item/service/etc.)
• A web link and/or as much information as necessary for your specific need—what exactly, how many, etc.
• Total cost (if service)
• Date the purchase is needed by
• The budget name and number you want charged. If you do not know your budget number Elaine Shelley can look it up for you.

Food, light refreshments, and alcohol: A budget that is pre-approved for these purchases is required. Please see the HCDE Meals and Light Refreshments Policy Summary.

Purchases and contracts/subcontracts over $3500: A sole source justification and three competing bids are required.

Equipment purchases over $2000: These items must be added to UW's inventory system for compliance and object coding. Allen Lee coordinates the department's inventory tracking and must be informed when these purchases occur.

Travel: Specific UW policies related to travel reimbursements need to be followed. Please see HCDE's Travel Resources.

Detailed UW Procurement information: http://f2.washington.edu/fm/ps/how-to-buy

Notes Regarding Reimbursements

Petty Cash Reimbursement: As a last resort, you may need to make a purchase or payment with your own funds. For items under $200 you may request a petty cash reimbursement. Contact Allen Lee for rules and exceptions.