Procurement Services Guidelines
UW Procurement Services

Link to PurchasePATH
PurchasePATH

Forms/Instructions
PurchasePATH quick reference guide
Training reference guide for PurchasePATH

Direct purchasing questions and requests for PurchasePATH access or training to Kim Chen: kc4 [ a t ] uw.edu .
Orders to suppliers that will be charged to Genome Sciences budgets must be submitted via PurchasePATH, our web-based purchasing system.

Direct Buy Limit
Purchases over the Direct Buy Limit ($10,000) must be competitively solicited in the absence of a contract, funding source mandate, or a sole source justification. Procurement Services contracting professionals are responsible for issuing competitive solicitations. Departments do not have the authority to issue solicitations, and if the proposed purchase is expected to exceed $10,000 (direct buy limit) and not available from a UW Contract supplier, funding source mandate, or sole source, Procurement Services should be consulted and will manage the solicitation process.
The direct buy limit Purchasing review does not apply to catalog orders.

Sole Source Purchasing
A sole source justification is required for every purchase over the Direct Buy Limit ($10,000 including shipping and handling, excluding tax).
- Complete the Procurement Sole Source Justification web form and Submit (NetID login).
- Download the confirmation PDF and attach the PDF and any other supporting documentation to the order request in PurchasePATH
You do not need a sole source justification if:
- The purchase is being made from an existing contract (enter the supplier contract number in the notes section of the PurchasePATH order)
- The supplier is specifically named in the funding source award documents (attach the award document naming the supplier to your PurchasePATH order)
- The purchase is being competitively solicited by the Procurement Contracts team
Note: Contracts are being added to Workday on an ongoing basis, if you are looking for an available contract and cannot find one, check with Contracts Staff to assist.

Procurement Services Quick Guide

Machinery and Equipment (M&E) Sales Tax Exemption
M&E Sales Tax Exemption is a retail sales and use tax exemption for machinery and equipment used directly in a manufacturing or research and development operation. Sales of or charges made for labor and services rendered in respect to installing, repairing, cleaning, altering, or improving qualifying machinery and equipment are also exempt from sales tax.
To qualify for the M&E Exemption, equipment must:
- Have a useful life of greater than one year;
- Be used more than 50% annually on qualifying research; and
- Have an acquisition cost of $200 or more
Non-equipment costs that can also qualify for the M&E Exemption include:
- Ancillary Costs
- Labor costs
- Repair and maintenance - this includes service/maintenance contracts, as well as preventative maintenance costs performed outside of any maintenance contract
- Replacement parts
Include the M&E sales tax exemption statement on your PurchasePATH order.

Expense Report Reimbursements
UW employees may be reimbursed for expenses made on behalf of UW business. Reimbursements are for rare occasions when other procurement methods are not an option. As with other procurement methods, you must have department approval. Reimbursement requests must be submitted through PurchasePATH with itemized receipts attached no later than 60 days after the date of purchase.

Genome Sciences Receipt Policy $75 and Under

Travel:

Policies and Procedures - Travel Services

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

FY26 Blanket Travel Approval

GS Travel Instructions

Non-Employee Travel Claim Form
Completed form must be attached to PurchasePATH order for non-employee travel reimbursement request.

UW Travel Services