Fellowships & Equipment

Definition

Fellowships provide Fellows (individuals who have generally attained their graduate degree and help conduct research at the University) with research funds, which can include the purchase of necessary equipment.  The equipment may be purchased using any one of the University’s purchasing methods. At the conclusion of the research project, if stated in the grant from the sponsor, the equipment may become the personal property of the Fellow.

Procedure

Department (Fellow):

  • Determines need for equipment.
  • Purchases equipment using the applicable purchasing system and following the guidelines below:
    • If the equipment is to become the Fellow's personal property at the end of the award, make a comment on the order that the item will become property of the fellow, and attach to the order supporting documentation (award documentation or an email from the sponsor) stating the equipment may become the personal property of the Fellow. Use a non-trackable spend category regardless of the cost.  This will keep the item from being tagged and tracked in Workday.
    • If the equipment is to stay at the University, state "Item will stay with the UW" in the comments and code with the appropriate spend category based on cost and equipment category..
  • The requisition will then be routed to Equipment Inventory for review.  Equipment Inventory reviews the requisition for requisition type and spend category.

If the requisition has been submitted:

  • Correctly - Equipment Inventory will approve and the requisition will move on to the next approver.
  • Incorrect - Equipment Inventory will reject the requisition back to the department for correction. The department will make necessary corrections and re-submit the requisition which will then be routed back to Equipment Inventory for approval.

If item is to stay at the University and is over $5,000, within 3-7 days after receipt (unless prior arrangements are made with EIO), department tags the asset; once the asset shows up on the Unit Asset Coordinator Alert Notification the tag number should be entered in the 'Asset Identifier' field, the serial number should be added, and then the asset should be issued which requires the Custodian and Location fields be completed..

Last updated 23 September 2026