Methods of Payment

Check Request

Forms:

• Check Request (UoW Form 1570): for payments to individuals
• Multiple Check Request (UoW Form 1571): for payments to multiple individuals for the same service
• Refund Check Request (UoW Form 1768): to return funds to individuals or companies

Send applicable form and related documentation to the .

eProcurement

Use eProcurement to place an order with University Stores or to place orders with vendors like Dell, Office Depot, and Bank & Office Interiors (Steelcase).

Petty Cash

Complete a Petty Cash Check Request form, and attach the necessary documentation for reimbursement of expenditures on behalf the UW or to make invoice payments to vendors. The petty cash limit is $250.00 including tax. Send petty cash form and receipts or invoices to the Cashier's office. Please see Petty Cash Revolving Funds website for a list of unauthorized purchases. Also, check with the Cashier regarding same-day reimbursements.

Procurement Card

This is another purchasing option for departments. The purchasing limit is $2,000.00 per transaction, including sales tax and freight. Contact your department administrator or Jan Rutledge if you need to activate a card for your department. See also: UW Purchasing Rules

For monthly reconciliation, please submit the following documentation to the :

• Monthly Transaction Detail with Notes Report and Accounting Codes
• Transaction approvals (signatures)
• Invoices or receipts
• Packing slips

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.

Purchase Orders (POs)

To procure goods and services, a UWT Purchase Request Form needs to be completed.

A non-confirming PO is any purchase order at any dollar amount that is processed by a buyer at UW Seattle Purchasing Department.

A confirming PO has a dollar limit of $3,000.00 w/o tax and freight. The department requesting the PO places their order with the vendor, and informs the vendor to reference the UW purchase order number on invoices, and forward invoices to:

Payables Administration
University of Washington
Campus Box 351130
3917 University Way NE
Seattle, WA 98105-6692

Attachments

These are supporting documents associated with the PO that are submitted to the Purchasing Dept. These include: specs for any type of equipment or material, unsigned contracts and agreements, quotes on goods and services, or any UW forms. The PO# is referenced on these forms, and submitted to the .

Other Forms

• Request for a Reverse Expenditure to return funds back into a budget (refund checks, duplicate payments)
• Request for Shared Purchase to share the cost of purchases among budgets within the same or different organization codes
• Return/Repair Goods Memorandum to be completed any time an item is shipped to a vendor

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