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Sourcing Policies & Procedures

You can determine if a purchase is being made with state-appropriated funds by looking at the budget in MyFD (My Financial Desktop). If the budget field entitled “State Fund” says “No Value”, that means the budget is NOT state-appropriated funds. However, if there is any value (such as 001) in that field, then the budget is state-appropriated funds. There is also an identifier on the requisition that alerts the Buyer if a purchase requisition has any state-appropriated funding.


The Office of Sponsored Programs (OSP) Subawards Process Improvement Project is well underway.  Part of the process improvement involves transitioning the processing of purchase orders and invoicing from PAS to the Ariba Network

In an effort to make the process as paperless and efficient as possible, OSP will be contacting their current subrecipient organizations to inform them of these changes and request their help in ensuring a smooth transition.

With their participation in the ARIBA Network, the UW and our colleague organizations will be benefited with:

  • Greater control over subaward processing
  • Better communication and visibility around the status of the Purchase Orders and Invoices
  • Greater standardization of process and communications when doing business with the UW

The subrecipient organizations will receive their first communication related to this process later in mid September (2014) via an introductory letter from OSP.  Within a few days after that, the Ariba Network will send a welcome/instructional letter with information about their individual Ariba Network account.


The supplier would need to send an email to Procurement Services vendor control ( and indicate that their address has changed, as well as any other account information that may have changed, and provide that information in the email. 

Supplier Registration

In general, the person or group placing the order with the supplier (those who have contact with the supplier) should request the completion of the Supplier Registration Form. For example, if Purchasing is placing your order with the supplier, they will contact the supplier to get the supplier registration information. On the other hand, if the department is placing an order with the supplier directly, we request that they contact the supplier and direct them to the Supplier Registration Form page, keeping in mind that onboarding a new supplier can have a 2-5 week lead time.

Yes. The supplier registration form is required to set up a vendor/supplier in the university vendor file. The information is required to assist 1099 tax reporting and to meet various state and federal reporting requirements.

A requisition / purchase order cannot be completely processed and the vendor paid unless the selected supplier is currently active in the UW Vendor database. Specific information about each supplier is required for IRS, other tax purposes, various certifications, etc. This information is entered into PAS as part of the supplier profile and assures that timely, accurate payments are made and that the University is able to fulfill certain reporting requirements.

The supplier would need to send an email to the Procurement Services Vendor Control team at: and indicate that their address or other company information has changed and provide the updated information in the email. The supplier should include an official company notification or an invoice copy showing the current Tax ID Number (EIN) or new Remit-To information. If changes impact IRS tax reporting, the supplier may be requested to submit a new Supplier Registration form (SRF) for further review.

No, unfortunately we cannot.

While the IRS Request for Taxpayer Identification Number and Certification (W-9) provides very good information, it does not provide the level of detail the University of Washington needs to comply with some of our reporting requirements, therefore UW will no longer accept the IRS W-9 form. UW Procurement Services created the Supplier Registration Form (SRF) to provide additional information about our suppliers' company detail and certifications. Additionally, information submitted via the SRF is downloaded from the online tool and populates our vendor file, saving time for the onboarding process.

Foreign suppliers (entities or individuals) should not complete the current UW Supplier Registration Form.

Foreign entities performing services within the United States must have a current copy of the appropriate IRS form on file with the NRA Tax Desk in Accounts Payable in order to do business with the University. Visit the IRS website to download current forms and instructions (W-8BEN, W-8BEN-E, etc.).

Foreign entities selling products and/or performing services outside the United States are currently not required to fill out the Supplier Registration form or any other IRS document unless it is a copywrite or royalty payment.

Foreign individuals should refer to the UW Global Operations Support page regarding Foreign National Payments and Tax for more information.

"Vendor" is a term which has come to mean a business that for all practical purposes is indistinguishable from any number of other firms providing the same goods or services. "Supplier" is a term reserved for firms where a more developed business relationship exists. "Supplier" is the more current, preferred term for the firms the UW does business with.

Use the Supplier Search PDR. If your results show a supplier Name and Number, then your supplier has registered to do business with the University.

If the supplier is listed as Active, they are ready for use. 

If you search for the supplier and do not get any results, then most likely the supplier is not registered. If you are searching by name, be sure to try using less search words/terms to see if your search was too restrictive.

To understand how to read the report, visit the PDR webpage and view the Supplier Search PDR User Guide.

Suppliers can register through the Supplier Registration Form (SuRF). If a supplier checks that Yes, they do accept credit card payments, they will be contacted by Procurement Services to sign them up for the ePayables payment card. For more information, see the ePayables web site. If the supplier checks that No, they do not accept credit card payments, they will be directed to other electronic payment methods.

The form is accepted online. You can find it on the UW Supplier Registration page.

If you have questions after you submit your form, please contact the Vendor Control desk at


Gene synthesis or analysis service usually involves primarily human effort and therefore would be considered a professional service not a retail service subject to WA State sales/use tax.

The University is not a tax exempt institution. The University of Washington must pay sales tax on most merchandise purchased for operations of the University.

For more tax information please see the Tax Office webpage. Under "Departments" please review the various areas, including:

WA State Sales Tax
Exemption for Other States
Federal Taxes
International Taxes
Miscellaneous Taxes

Under RCW 84.36.050, the UW, which includes UWMC, is exempt from property tax on real or personal property owned or used by the University in this state if used for educational purposes. Therefore, we do not have or need an exemption certificate.

However, if we are leasing, there may be a different set of rules, which depends on the type of lease. Please refer to the lease agreement between the University and supplier.

*Note: Harborview Medical Center (HMC) is not considered a UW entity for these purposes.

If you purchase an item normally classified as food but use it for another purpose, it is still treated as food and therefore, not taxable.

Example 1: A department purchases vinegar but uses it for cleaning. The vinegar is not taxable. 

Example 2: A department purchases pumpkins in fall and has students decorate them for display in the office. The pumpkins are still considered food and are not taxable.

What are examples of items which do not apply to this rule? Items sold for medical or hygiene purposes, alcohol, tobacco, candy, bottled water, soft drinks, and prepared foods. 

See:, #2b.


Yes, you can pay an honorarium for this type of presentation.

You will need to complete the UoW 1631 form and the UoW 1570 Check Request form. Please make sure that you note on the 1570 that the "services were performed outside of the US." This is done so taxes are not withheld on the honorarium payment and will also prevent Procurment Services from needing additional documents for processing.

Yes, only the equipment will be tax exempt. Maintenance service agreements are still taxable. See taxability grid on the Tax Office webpage at 

UW Terms and Conditions

In general, invoices will be processed for payment Net 30 days from the date a properly completed invoice with a valid purchase order number  is received in UW Accounts Payable.

  • Invoices will not be processed for payment until all items invoiced have been received.
  • Invoices over $10,000 are not finalized for payment until a department representative communicates the date the materials were received and their approval to pay.
  • If rush payment is needed, please contact the ordering UW department.

Please also see our General Terms and Conditions.

According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

Any late payment charges accrued on an invoice will be charged to the budget number listed on the purchase order, and subject to buyer review.

Wire Transfer

All invoices should be in English, or have an official translation on file for audit purposes. Official translations are at the department or vendor expense, depending on the contract. Accounts Payable will accept invoices in foreign languages only when the department includes an approved invoice voucher with the invoice. The currency and amount to be paid should be specified on the invoice voucher. If foreign currency is requested, then wire transfer instructions must also be provided.