These procedures are specific to the Catalog, Non-Catalog, and Blanket Purchase Order (BPO) options in Ariba. M&E equipment purchases are not allowed using the Non-PO Invoice or eReimbursement options in Ariba.

  • Complete a Department of Revenue (DOR) Manufacturer's Sales and Use Tax Exemption Certificate (M&E Certificate).  It may be easiest to complete this step prior to entering Ariba. This form has been pre-populated with the exception of the following two fields, as they change with each purchase:
    • Date of purchase
    • Name of Seller (company you are purchasing from)
    • After filling in these two fields, save the completed file so that you can locate it when making your purchase in Ariba.
    • NOTE: Laurie Patterson is the only authorized person to sign these forms on behalf of the University of Washington.  The University has verified with the Washington State Department of Revenue that an electronic signature (already included on the pre-populated form) is acceptable.
    • NOTE: The certificate is for single use only. Many University purchases with a vendor will not qualify for the exemption.
    • Make sure to attach both pages of the Certificate.
    • If you need assistance on how to complete and attach your DOR Certificate, you may view this brief video which will demonstrate the process.
  • Make your purchase in Ariba following the regular, Non-Catalog, or Blanket Purchase Order guidelines.
  • Check the yes box next to the question "Is this item Equipment?"
  • Check the yes box next to the question "Is this an M&E item?"
  • Enter your M&E Statement in the box that appears after you check the yes box.  If you run out of room, enter the remainder of your statement in the Comments.
  • Towards the bottom of the Summary Screen, select the "Add Attachment" button. See "Attaching Documents in Ariba" for information regarding attachments.
    • Attach the completed M&E Certificate that you created in the first step of this process.
    • Check the "Visible to Supplier" box.  This will ensure that the vendor receives the actual M&E Certificate up front.
    • For M&E items ordered from VWR, if there are free items on the order, they need to be coded as M&E as well or ARIBA will split the order in 2 which will cause problems for the vendor.
    • Click on OK to submit order.
  • The requisition will automatically be routed to Equipment Inventory where it is reviewed:
    • For proper object coding
    • For the attached DOR M&E Certificate
    • To determine if the item appears to meet the prerequisites for the M&E Tax Exemption
    • To determine if the item is capital equipment; and
    • If necessary, to determine if the item meets federal requirements.  Some federal agencies require prior approval.

Last updated 19 March 2019