Purchasing / Petty Cash / Travel
Purchasing Policy:
http://www.washington.edu/admin/finserv/procard/purchasing.htm
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 located 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 via either hand delivery to S250, mail to Box 355065 Purchasing Staff, or Fax to 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 multiple budgets. To do this, 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 <$3300:
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 placed that day. Therefore, small # orders (<$3300) submitted to our office by 10am will typically be placed that day. Orders submitted after 10am will be placed the following day. However, if the vendor that you have chosen requires a hard copy order, please 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 >$3300:
All orders over $3300 require either detailed specifications for bidding purposes or a Sole Source Justification. For additional information regarding sole source justification, see the following: http://www.washington.edu/admin/purchasing /sole_source.html
For information on developing bid requirements you may want to review the information found at: http://www.washingotn.edu/admin/purchasing/developing_reqs.html
Please allow a minimum of 3-4 weeks for delivery on orders >$3300 as well as all standing orders & maintenance contracts.
Shipping options:
Please keep in mind when you are considering shipping options that 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 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 for delivery on 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 S250 FOEGE SOUTH, Box 355065 for filing. Report damage or shortages immediately to our office.
For additional information on basic receiving guidelines, please see: http://www.washington.edu/admin/purchasing/receiving _guidelines.html
Returns:
All returns must include a UW Return Goods Memorandum, Form UoW 1458. These are available in S250, through Stores (stock #1035-118) or the on-line form found at the following address: http://www.washington.edu/admin/purchasing/reutrn.pdf
If you use this form, be sure to make the appropriate # of copies for all pertinent offices. Two copies should go with the shipment to the vendor. One copy should be sent to GS 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://www.washington.edu/admin/purchasing/ethics.html
M&E Tax Exemption
M&E Tax Exemption, the link is listed below
http://www.washington.edu/admin/eio/tax.exemption.html
All Equipment costing more than $1000.00, with a useful life of more than one year, and used for more than 50% research can be coded as Tax Exempt. It is very IMPORTANT that you indicate this at the time you make your Purchase Path request, as this must be requested at the time of ordering without exception. In most cases Computers do not qualify for M&E Tax Exemption. Please refer to the web site for specifics or send an e-mail to gspurchasing [ a t ] u.washington.edu.
Sole Source Justification
If you are purchasing an item with a total value of more than $3000.00 you will be required to provide a Sole Source Justification. Information can be found at
www.washington.edu/admin/purchasing/sole_source.html.
You may type up your own justification or use this form.
Forms are also available at http://www.washington.edu/admin/purchstores/docs/SoleSourceJustificationForm-Consultant.doc
Petty Cash Policy:
http://www.washington.edu/admin/rules/APS/52.04.html
Forms:
Pcperjury 1101.doc – Petty Cash Perjury form
To be completed when the original receipt is not submitted. Complete all of the form except the PC Check # at the bottom, and attach to the Petty Cash Voucher form.
Petty Cash Voucher Form 20090122.doc – The Petty Cash request form
To be completed when requesting reimbursement via Petty Cash. Complete all areas of the form above, attach receipts and or Perjury statement. Submit to Genome Sciences Admin office S250 for processing. Payee will be notified when there reimbursement is available for pick up.
Direct questions to gspurchasing [ a t ] u.washington.edu
Travel:
Travel Policy & Updated Approval Requirements
Direct questions to gstravel [ a t ] u.washington.edu
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 Department Administrator. If you a staff member, your PI or Manager must approve your travel. Remember that any travel on non-grant funds must be approved in advance by the Chair as well as the School of Medicine.
Submit all receipts for the trip within 48 hours of return 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.
UW Travel website:
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.
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