Happy (almost!) Summer!

This issue of the newsletter includes information about the following:

• NEW Reconciliation Guidelines
• Specialty Underwriters Equipment Maintenance Program
• New Ethyl Alcohol Ordering Process
• Update on Procurement Desktop Reports
• 1024 Form No Longer Needed to Surplus Equipment!
• Taxes and Object Codes
• Online Registration for New Suppliers!

NEW Reconciliation Guidelines

Updated budget reconciliation guidelines are now available on Financial Accounting’s Internal Controls website. These guidelines cover all funding sources, including State and sponsored budgets. Financial Management, Internal Audit, Records Management, Grants and Contract Accounting and multiple campus departments collaboratively created the new guidelines. They provide time saving approaches to reconciliations, and a sample department procedure. The reconciliation guidelines can be found at:


Email accountg@uw.edu or contact Dawna Grand at dgrand@uw.edu or 221-5486

Specialty Underwriters Equipment Maintenance Program

A contract with Specialty Underwriters is now available to campus customers for scientific equipment maintenance. Savings of 15-30% may be realized by converting existing maintenance agreements to a managed time and materials program, using the same providers you currently have under contract. The program has been successfully implemented at many other universities.

For more information go to:

http://f2.washington.edu/fm/ps/maintenance/specialty-underwriters or contact Carla Helm at chelm@uw.edu or 543-8056.


New- Ethyl Alcohol Ordering Process

Schools and colleges who order ethyl alcohol can now authorize individuals to order alcohol within their organizational unit. This change eliminates paper forms and decreases the alcohol request processing time. New ASTRA tools provide greater accountability, audit trail, and reporting. See “Ordering Ethyl Alcohol” web page:

For eProcurement questions, contact Liza Plotkin or Anne Barry, eprocure@uw.edu and for ASTRA questions, contact Heidi Berrysmith, astra@uw.edu

Update on Procurement Desktop Reports

Procurement Services is currently developing a suite of reports called the Procurement Desktop Reports. The reports will provide departments procurement data, such as ProCard spend and Accounts Payable invoice status. These reports are currently being tested and expected to be released to campus in late summer 2011.

Contact Aris Gempesaw @ arisg@uw.edu or Julie Condit jacondit@uw.edu if you have questions.

1024 Form No Longer Needed To Surplus Equipment!

As of 5/23/11, a Property Activity Request – Form 1024 will no longer be required when departments are disposing of equipment through Surplus Property’s online surplus request form. Surplus Property will automatically notify the Equipment Inventory Office (EIO) when equipment items (both inventorial and non-inventorial) have been picked up. This electronic notification will serve as the official record from which EIO will remove assets from the OASIS system.


Please contact the Equipment Inventory Office at eio@uw.edu or 543-4663 with questions.

Taxes and Object Codes

Have questions about the taxability of an item, or which object code to use? Check out the following list that includes many commonly purchased items.


For additional questions about tax, call Julia Shanahan at 543-3862 or at jeshana@uw.edu.

Online Registration for New Suppliers!

Procurement Services will soon be releasing an online registration system for new suppliers doing business with the University. This will replace the paper supplier registration form and allow suppliers to register online, making the process more user-friendly and efficient. Expected release date is currently scheduled for the end of June, 2011.

For more information please see

http://f2.washington.edu/fm/ps/how-to-pay/department-responsibilities/supplier-registration. or contact Heather Nicholson at hlnichol@uw.edu or at 685-0377.