Purchasing & Reimbursement Procedures
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, email@example.com). 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, firstname.lastname@example.org) 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.