Types of Purchasing Methods


ARIBA

ARIBA is the preferred method of purchasing at the University of Washington.

Reimbursement is a new option in the ARIBA system, used 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 PO is not required and the invoice is under the "Direct Buy Limit".  Non-PO Invoice provides users a convenient means of making quick payments as an alternative to Procard while providing the same visibility users have come to enjoy with ARIBA.

Blanket Purchase Order (BPO) is an agreement to spend a specific amount of money with a supplier over a period of time. 

Procedure

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.

Department:

  • Determines need to purchase equipment.
  • Makes purchases using Ariba.
  • Within 3-7 days after receipt (unless prior arrangements are made with EIO), tags asset and enters it into OASIS as a "T" status asset. Please visit the Equipment Tagging section for details on the tagging process.
    When entering the Requisition Number, please use the following for entering the number correctly:
    • For Non-PO Invoice, enter the six digits following the dash after INV(combination of letters and numbers).  For example, if the full number is INV NOUQ96616488160-488160, enter 488160.
    • For Reimbursement, enter the seven digits after XR.  For example, if the full number is XR0012345, enter 0012345.
    • For ARIBA requisitions, enter the six digits after EI0 (EIZero).  For example, if the full number is EI0123456, enter 123456.
    • For blanket purchase order, enter the six digits after BPO. For example, if the full number is BPO016880, enter 016880.
  • Equipment Inventory reviews the OASIS entry for complete information and approves the asset. 

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 also required it should also be coded as 03-69.  If the item is later 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.

Form

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, but it should never be used for personal expenditures.  The card can 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.

Notes:

  • 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, because of compliance issues, Machinery and Equipment Tax exempt purchases cannot be purchased using the ProCard.  Please use Ariba for these purchases.

Procedure

  • 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 and will need to be JV'd subsequently by your department.  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 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.

Form


Capital Projects Equipment Purchases

Non Capitalized Equipment (object code 05-XX) - Equipment (acquisition cost of less than $5,000) 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 item (N status). See here for more information on non-inventorial assets.

Capital Equipment (object code 06-XX) - Equipment (acquisition 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 building asset and is not tagged or tracked separately as equipment. 

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