Operations: Purchasing / Travel

Procurement Services Guidelines
http://f2.washington.edu/fm/ps

Direct Questions/Requests for Access or Training to purchasing [ a t ] gs.washington.edu

Link to PurchasePATH
http://purchasing.pathology.washington.edu/

Forms/Instructions
Genome Sciences Purchase Quick Reference 20090219.doc - Quick reference guide
Genome Sciences Purchase Path Training Reference 20090219.doc – Training reference guide for Purchase Path
Genome Sciences Purchase Path Procedures 20090219.doc – Purchase Path Procedures (document to be added soon)

Orders to outside vendors that are being charged to a Genome Sciences budget should be submitted via our web-based purchasing system. You can find it at the following URL: http://purchasing.pathology.washington.edu
Only people with Requesting or Submitting authority will be allowed access to this system.

If you do not have access to this system you may use the forms locate in S250. Fill them out and return them to S250 for processing.

Quotes & Notes:
For orders that have written quotes please note the quote # in the notes filed on-line and forward a copy of the quote to our office either via hand delivery to S250, mail to Box 355065 Purchasing Staff, or Fax, 206-685-7301 Fiscal Staff. If it is a verbal quote please state "verbal quote # ________" in the notes field. For orders that require sole source justification you may use the field provided or just note that you are submitting it separately via Fax, Mail, E-mail or hand delivery.

Shared budget purchases:
This system was designed to allow you to split your purchase against multiply budgets. To do this you hold down on the ctrl key and click on each appropriate budget. Then indicate the percentage distribution in the "notes section for that item.

For orders that are shared between labs the primary lab may submit the order on-line indicating the budget distribution. However, we will need to receive e-mail authorization from the remaining labs for their portion of the order before we will be able to proceed.

Orders <$3500:
Please plan ahead as much as possible to avoid rush orders as well as excessive freight charges. This office must forward orders for radioactive material to Upper Campus Purchasing by 10am in order to be cleared by radiation safety and get placed that day. Therefore, small # orders (<$3500) submitted to our office by 10am will typically be placed that day. Orders submitted after 10am will be place the following day. However, if the vendor that you have chosen requires a hard copy order you will need to allow an additional 2-3 working days for your order to be placed by Purchasing. The department only has authority to place verbal confirming orders. In addition, orders to foreign vendors, outside the US, must also be handled by Upper Campus Purchasing due to customs issues. Be sure to allow much longer lead time on these orders.

Orders >$3500:
All orders over $3500 require either detailed specifications for bidding purposes or a sole Source Justification. For additional information regarding sole source justification see the following: http://f2.washington.edu/fm/ps

For information on developing bid requirements you may want to review the information found at: http://www.washington.edu/admin/purchasing/developing_reqs.html
Please allow a minimum f 3-4 weeks for delivery on orders >$3500 as well as all standing orders & Maintenance contracts.

Shipping options:
Please keep the following in mind when you are considering shipping options: When a vendor states "3-5 days" or "5-7 days" for delivery that means working days, Monday – Friday only, Saturday, Sunday, and Holidays do not count. Therefore, orders submitted on Wednesday and placed on Thursday that are requesting 2nd day air shipment will be received on Monday. If it is a perishable product and cannot sit over the weekend the vendor may hold the shipment until Monday and you would receive it Wednesday. For orders of non-perishable items submitted on Thursday and placed on Friday requesting 2nd day air you can expect delivery Tuesday, not Monday.

1. Receiving:
Please sign and date all packing slips then return them to our office, S250 FOEGE SOUTH, Box 355065 to be filed with the budget files. Report damage or shortages immediately to our office.

For additional information on basic receiving guidelines please see: http://f2.washington.edu/fm/ps/how-to-buy/purchase-order/receiving-and-returning-goods

Returns:
All returns must include a UW Return Goods Memorandum, Form UoW 1458. These are available in S250, through Stores, stock #1035-118, or you may use the on-line form found at the following address: http://www.washington.edu/admin/purchasing/return.pdf
If you use this form be sure to make the appropriate # of copies for all pertinent office. Two copies should go with the shipment to the vendor. One copy should be sent to Purchasing Staff at Box 355065 or delivered to S250.

2. Purchasing Ethics/Conflict of Interest:
Anyone involved in the vendor selection process should also be aware of the following rules regarding accepting items from vendors.

"No employee may accept, directly or indirectly, any compensation, gratuity, or reward from any other person beneficially interested in the contract, sale, lease, purchase, or grant"

"No employee shall, directly or indirectly, ask for, give, receive, or agree to receive any compensation, gift, reward, or gratuity for performing, omitting, or deferring the performance of any official duty"

This means that you cannot accept anything that is of benefit to you personally. Items that would normally have to be purchased by the lab are acceptable, i.e. lab timers, free supplies, etc. Coffee mugs, T-shirts, boom boxes, etc are NOT acceptable. For additional information regarding these regulations please see: http://f2.washington.edu/fm/ps/how-to-buy/ethics

M&E Tax Exemption
We should add something regarding the M&E Tax Exemption. The link is listed below
http://f2.washington.edu/fm/eio/machinery-and-equipment

Travel:

Travel Policy & Updated Approval Requirements

Direct questions to gstravel [ a t ] u.washington.edu

Blanket approval for faculty travel outside the state of Washington is posted here.

Instructions:

Prepare and submit a Purchase Path Request with all anticipated expenses for your trip. You may only request up to the state allowable Per Diem for Lodging and Meals. If you are a PI, remember that your travel must be approved by the Departmental Administrator. If you are a staff member, your PI or Manager must approve your travel. Remember that any travel on State funds must be approved by the Department as well as the School of Medicine.

Submit all receipts for trip within 48 hours of returning to Genome Sciences Admin Staff for processing. On packet of receipts please indicate either the Purchase Path ID number or PO number that was assigned prior to your trip.

Forms:

Genome Sciences Travel Check List 20090219.xls – Genome Sciences Travel Check List
To be completed and submitted with receipts within 48 hours of returning from your trip.
Receipts returned to us

Link to Travel Webpage
http://www.washington.edu/admin/finserv/travel/

For the moment, students funded by training grants should continue to see Brian Giebel to make their travel arrangements.