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Goods and Services

Advertising

When placing advertising with local newspapers, provide vendor with a purchase order number to reference on invoices, and inform the vendor to forward invoices to:

University of Washington, Tacoma
1900 Commerce Street
Campus Box 3584**
Tacoma, WA 98402-3100

The procurement card may be used if the cost of advertising is $2,000.00 or less. For advertising over $3,000.00, please provide specs regarding the ads, and a sole-source statement , and forward documents to the for processing. We are not authorized to place ads over $3,000.00 with news agencies unless we receive prior approval from UWS Purchasing department.

Cellular Phones

Complete a PO request form for the phone to be acquired. When entering in PAS, do not include an encumbrance for airtime. Confirming purchase orders for telecommunications equipment are not permitted. Also indicate the area-code preference. Please ensure that the cellular carrier knows where the phone should be delivered, and who should receive it.

Also submit a memo to department administrator requesting cell phone purchase, and include the following information: the name of the primary user (or name of the service if shared), the budget name and number the phone will be purchased on, and the budget name and number the recurring charges and airtime will be charged to. Memo should be signed by Chair, Director, or Principal Investigator, and send paperwork to the .

Personal Cellular Phones

Verizon Wireless, AT&T Wireless, and other carriers may offer discounts to UW employees for their own personal cellular phone accounts.

Consulting Services

(see Personal Services)

Field Advances

The purpose of a field advance is to provide a temporary source of funds for defraying costs of conducting official University business while traveling for extended periods away from one's designated place of duty or while conducting research or training in remote areas.

Forms:

• Request for Field Advance (UoW Form 1026) : complete this form to request an advance
• Explanation of Field Advance
• Accounting for Field Advance Expenditure (UoW Form 1226) : complete this form upon completion of travel

Submit documentation to the for processing.

Food Purchases

Form:

Food and Beverages for Meeting, Training Sessions and Recognition Awards Ceremonies (UoW Form 1798) (for budgets not authorized for food purchases other than per diem). Send form to Jan Rutledge [Campus Box 358431]. When using the Food form, use object code 03-75, and have a list of attendees on file for your records. See also: Food Procedures .

Object/sub-object codes for food:

• 03-69: restaurants, catering, WA Liquor Control Board
• 03-75: use with budgets not approved for food purchases, except per diem (food form )
• 05-01: grocery stores, COSTCO, etc.

Honoraria

Forms:

• Visiting Lecturer/Invited Speaker/Instructor Employee vs. Independent Contractor Classification Checklist (UoW Form 1631)

AND

• Check Request (UoW Form 1570) (for payment $3,000.00 or less)
• Multiple Check Request (UoW Form 1571) (multiple payments to individuals, each for $3,000.00 or less)

OR

• Invoice Voucher/Receiving Report (UoW Form 1730) (for payments over $3,000.00)

Forward all documentation to the for processing.

Lodging

UW sponsored events - documentation is processed by the Purchasing Department, includes student events, workshops, retreats, conferences

Travel-related lodging - processed by the UW Travel Office .

Moving Expenses

Submit a Request for Moving Expenses (A33) form (please provide budget number) to the to be processed by Purchasing and Payroll.

There are three departments that deal with the different issues of moving:

• Purchasing - Moving Your Household Goods
• Travel Office - In-Route Travel Expenses
• Payables Administration - IRS Regulations and Reporting

Here is more information on Moving Expenses - Related to the Relocation of Household/Personal Goods .

Nonresident Aliens (as Independent Contractor)

The four (4) documents need to be completed in order to expedite payment to international visitors who speak/instruct at the University of Washington. Below is a brief description of each form.

1. Invoice Voucher/Receiving Report (UoW Form 1730)
   OR
   Check Request form (UoW Form 1570)
2. Employee Versus Independent Contractor Classification Checklist (UoW Form 1631) : to determine whether the visitor is an employee of the university or independent contractor
3. Nonresident Alien Payment Data Sheet (UoW Form 1693) (completed and signed by visitor)
4. Exemption from Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual (IRS form 8233)
   OR
   Application for IRS Individual Taxpayer Identification Number (ITIN) (IRS form W-7)

Along with the forms mentioned above, we also need the following documentation from the visitor upon arrival:

• U.S. Immigration form I-94 or I-94W (copy)
• Copy of the DS-2019 form
• Picture page of passport

Related Links

• UW Payroll: Nonresident Alien
• An ITIN FAQ (individual tax identification number)
• These are general guidelines regarding immigration status and tax information
• Here is more information about tax reporting and withholding

Per Diem Advances

Travelers requesting advances must be on the current University payroll, have no outstanding advances, and request more than $300.00. The advance is to cover a period not exceeding 90 days. To request a per diem advance:

1. Prepare a PO for the complete trip.
2. Prepare a Per Diem Advance Request (UoW Form 1600) form using the appropriate per diem rates for the period/location of travel.
3. Send to the for approval online and processing. Travel Office must receive the advance request 10 days prior to departure.
4. After travel is complete, prepare the applicable Travel Expense Voucher, using the same purchase requisition number, referencing the per diem advance, and send to the within 10 days:
   • Travel Expense Voucher, shared budget (UoW Form 1171)
   • Travel Expense Voucher, single budget (UoW Form 1171)

Personal Services

• Personal services must be processed using a purchase order number.
• Other documents submitted with this purchase order request are the Employee vs. Independent Contractor Classification Checklist (UoW Form 1632) and an Invoice Voucher/Receiving Report (UoW Form 1730) .
• Also provide Scope of Work and Vendor Proposal
• The vendor must also provide an invoice stating the contractual services performed, service dates, and the cost.
• A sole-source statement is needed for services costing $3,000.000 or more. Please submit paperwork before services begin to allow processing by UWS Purchasing and Office of Financial Management in Olympia.

If travel expenses related to personal services are incurred, reimburse the vendor on a separate Invoice Voucher/Receiving Report (UoW Form 1730) . The vendor must sign this form and submit receipts. Send all paperwork to the .

Printing Services

UW Publications Services offers a variety of printing, copying, and mailing services to meet the needs of the University. However, if your printing, copying, or mailing job requires particular specifications or time deadlines, there are various outside vendors available. Contact the with any printing questions.

Permission is required from UW Trademarks and Licensing to reprint the UW Logo. There are also state-contracted vendors authorized to reprint the UW logo to meet department needs.

Travel

Forms and Links:

• UW Corporate Travel Card Application
• UW Online Booking and Travel Services (from Boersma Travel)
• Travel Expense Voucher (UoW Form 1171) (TEV), single budget
• Travel Expense Voucher (UoW Form 1171) (TEV), shared budget
• Invoice Voucher/Receiving Report (UoW Form 1730)
• Per Diem Advance Request (UoW Form 1600)
• Reimbursement for Private Auto used for Official Business

If travelers are paying for expenses other than their own, a Travel Expense Voucher needs to be completed and processed for reimbursement. Please note: include who the charges were paid for in the comments section of the TEV.

Submit applicable form to the Finance Office, MAT 354, for review and approval.

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