Types of Purchasing Methods
ARIBA is the preferred method of purchasing at the University of Washington.
Reimbursement is the option in the ARIBA system for reimbursing UW employees for expenditures made on behalf of the University. Purchases over $3,500 require central office review.
Non-PO Invoice is an online tool in ARIBA used to make a payment to a supplier when a purchase order (PO) is not required and the invoice is under the "Direct Buy Limit". The non-PO Invoice provides users a convenient means of making quick payments as an alternative to the Procard while providing the same visibility users have with ARIBA. Note: For Non-PO Invoice and Reimbursement, the Equipment Inventory Office will not approve any orders if the invoices or receipts are not attached to the order.
Blanket Purchase Order (BPO) is the preferred method when multiple purchases and/or payments will occur over a period of time such as fiscal year or sponsored grant award period.
Demonstration (Demo) Equipment Charges
When equipment is sent to the University of Washington on a demo trial, the initial shipping charge (if applicable) should be coded as a service, 03-69. This is to prevent an 06-XX code or an M&E code being used for an item that may be returned after the Demo period. If the department decides to purchase this equipment then the shipping cost can be JV’d to the correct 06-XX object coding at that time.
If a Deposit is required it should also be coded as 03-69. If the item is subsequently purchased, this cost can be JV’d to the correct 06-XX object coding at that time.
Note: You will not be able to change any of the above charges to an M&E object code but will be able to change it to the equivalent non-M&E 06-XX code.
Machinery & Equipment (M&E) Tax Exempt Orders
M&E equipment purchases are not allowed using the Non-PO Invoice or Reimbursement options in Ariba.
Optional - UW Equipment Information Form
Procard (Procurement Card)
Procard is a University of Washington purchasing option. It consists of a Visa charge card utilized for most business related purchases. It should never be used for personal expenditures. The card can be used to purchase items up to $3,500 per transaction. The system includes an online (PaymentNet) method for transaction reviews and budget reallocation. It is available to any University staff or faculty with appropriate authorization from their Department Head and the ProCurement Card Administrator.
- Certain types of equipment (in addition to firearms) are not allowable for purchase with a ProCard. Please visit the Exception Items List for clarification. If you have questions on this, please contact PCS Help for more information.
- Due to sensitivity, weapons, firearms, and permanently attached accessories cannot be purchased using the ProCard. This includes weapons purchased under the 05-10 (Weapons) object code and those over $5,000 purchased under the 06-91 (Other Equipment) object code. Also, due to compliance issues, Machinery and Equipment Tax exempt purchases cannot be purchased using the ProCard. Please use Ariba for these purchases.
- Department determines need to purchase equipment using the ProCard
- Department uses the proper object code to purchase equipment using the ProCard
Note: Unlike Ariba purchases, there is no pre-review of ProCard equipment purchases by Equipment Inventory. It is extremely important that ProCard equipment purchases be coded correctly. Improper object code use will result in a variance between FAS and OASIS resulting in the need for an adjusting JV by your department to correct the variance. Please contact Equipment Inventory if you are unsure of the proper object code to use.
- Within 3-7 days after receipt (unless prior arrangements are made with EIO), department tags the asset and enters it into OASIS as a "T" status asset. When entering the Requisition Number, use ProCard transaction ID # minus the first 3 numbers and the last 3 numbers.
- Equipment Inventory reviews the OASIS entry for complete information and approves the asset.
- Procurement Card Services enforces that these procedures are followed. Not following these procedures will result in future ProCard equipment purchases being denied or cancellation of your ProCard.
- Optional - UW Equipment Information Form
Capital Projects Equipment Purchases
Non Capitalized Equipment (object code 05-XX) - Equipment acquisition cost of an item with a unit cost less than $5,000 which is purchased as a part of a capital project using a 40-XXXX budget, and coded to object code 05-XX, will not be capitalized. If a department chooses to track the equipment, it can be tagged and added to OASIS as a non-inventorial (non-capital) item with an N status. See here for more information on non-inventorial assets.
Capital Equipment (object code 06-XX) - Equipment (acquisition cost of an item with a unit cost of $5,000 or more) purchased as part of a capital project using a 40-XXXX budget, and coded to object code 06-XX, will be capitalized and depreciated and categorized as an equipment asset. Capitalized equipment will be tagged and tracked in Oasis. See here for more information on tagging assets.
Fixed Equipment (object code 10-XX) - Equipment that is permanently installed within the building or structure and purchased as a part of a capital project using a 40-XXXX budget, and coded to object code 10-XX, will be capitalized and depreciated as a component of the building asset. The cost of the fixed equipment is included in the total building asset value and is not tagged or tracked separately as equipment.