Purchasing Options

eProcurement

http://www.washington.edu/admin/stores/eprocurement/

This should be your first choice for purchasing. UW has negotiated discounts with many eProcurement vendors and often you get free shipping. You can access eProcurement if you have a uwnetid. Be sure you have signature authority on the budget you’ll use for your purchase. Check with the PI if unsure, or contact Mark Centuori in the Administration Suite.

For more information see Mark Centuori (mjc2@u.washington.edu, 206-221-0282, FSH 116J) or Jessica Roshan (jroshan@u.washington.edu, 206-616-9521, FSH 116G)

Procard

Faculty and permanent staff are encouraged to apply for a UW procard. See Jessica Roshan in the SAFS Administrative Suite for more information.

The following is the School of Aquatic & Fishery Sciences policy and procedure. Be sure to review the University of Washington policy regarding the Procard Program at http://www.washington.edu/admin/finserv/procard/.

Getting Started

  1. Once you or your supervisor has determined the appropriateness of obtaining a Procard, see Jessica Roshan in the SAFS Administrative Suite to complete a Procard application.
  2. Sign up for a 90 minute Procard Training Session at: http://www.washington.edu/admin/finserv/procard/training.htm. You must complete this training before you can use the Procard.

General information

  1. The UW Procard can only be used for official UW purchases
  2. The UW Procard cannot currently be used to purchase single items at a cost over $3,300, or for travel expenses. Registration fees can be placed on the Procard.  
  3. You are encouraged to review and reconcile your purchase online on PaymentNet weekly.
  4. The Procard is issued to a designated individual, with sole permission for making purchases on the card.  Procards must not be loaned to third parties for making purchases. 

SAFS Procard Procedures for Individual Cardholders

  1. Obtain documentation for each transaction, including receipt and packing slips.
  2. Review each transaction for receipt of goods/services, pricing, correct budget number, and object code. For object code information go to: http://www.washington.edu/admin/finacct/obcodes/
  3. Change object code and/or budget number as needed on the PaymentNet transaction screen
  4. Review “Add Use Tax” box and determine whether or not tax should be applied to this purchase
  5. Make detailed notes in the “Notes” section for each transaction. BE SPECIFIC as to what you purchased.
  6. Check the “Cardholder” box for each transaction. Please note that your transaction can’t be reconciled by the department if you don’t check the REV box.
  7. Be sure to click on “SAVE” before you go to the next transaction
  8. Any purchase can be disputed by checking the dispute box on the PaymentNet Transaction Screen. Before taking this action, you must first try to resolve the dispute with the vendor
  9. Provide documentation to SAFS Reconciler as soon as your reconcile the transaction. This documentation should include original purchase request (if applicable, such as a quote from vendor), packing slips, receipt/invoice, Transaction Detail Record in one page with landscape format, and any other back-up that will assist the reconciler. If applicable attach the Food and Beverage form (Form 1798) if you purchased food. See Mark Centuori for a copy of a previously-approved form. Tape the receipt and packing slip to the back of the transaction log or on a separate 8.5 x 11 paper.
  10. Place complete documentation in the Procard bin, located in the SAFS Administration Suite. Submit documentation weekly if possible and at least 5 days before campus deadline.

Contact any of the SAFS fiscal staff for more information.

Petty Cash

The Petty Cash fund is designed to reimburse approved small and infrequent expenditures when other purchasing options are unavailable.  In order to be reimbursed for your expenditures please take note of the following:

Current University of Washington identification must be presented at the Petty Cash Window before cash will be disbursed. Hourly employees are not issued University identification, but may present their department’s Payroll Distribution Card.

For reimbursements, no single receipt or purchase may exceed $200 total.

NOTE: The Petty Cash Office limits the processing / presenting of Petty Cash vouchers to 5 vouchers per visit. The maximum they will reimburse at one time is $500.

An invoice from a vendor must be marked as paid and either signed by a representative of the vendor or machine-validated to qualify as a receipt. If the receipt being submitted is not the original receipt, or is in a form other than described above, a signed Petty Cash Perjury Statement must be included with the petty cash voucher as part of the supporting documentation. The person who made the purchase must complete the perjury statement.

Such items as altered receipts, photocopies or facsimiles of receipts, packing slips, adding machine tapes, letters, statements, or invoices requesting payment (i.e., not marked “paid” by the vendor) are not acceptable as proof of payment. If there is no acceptable proof of payment as listed above, a perjury statement is required for reimbursement. Online receipts are not accepted without a perjury statement as they can be easily altered.

How to Get Reimbursed for Expenditures via Petty Cash

  1. Download petty cash form.
  2. Obtain School of Aquatic & Fishery Sciences petty cash log number from Front Office desk in the Administrative Suite.
  3. Provide all information per the instructions provided on the form.
  4. Tape receipts on all edges to an 8 x 11 white sheet of paper to be included with your petty cash form
  5. Obtain signed approval on the form by PI responsible for the budget
  6. Once completed provide photocopy of front page to Front Office desk in the Administrative Suite
  7. Proceed to Schmitz Hall Room 129 and present completed forms and receipts for reimbursement.

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