It is the policy of Procurement Services that all orders should be placed through ARIBA, via either non-catalog or BPO. Non-PO is not allowed for these purchases as the approval process is not built-in.
The provision of accurate information and responses is critical to ensuring the University of Washington’s continued compliance with state and federal law, awarding agency policy, and accreditation requirements.
By submitting a response to the exception questions within ARIBA you are certifying that all information you have provided is true and correct to the best of your knowledge.
Topics Covered Below:
Exception List:
Category |
Additional Notes |
Artwork |
Purchases of artwork may require preapproval: Administrative Policy Statement chapter 205, |
Biological Safety Cabinets |
See UW EH&S Information. Environmental Health and Safety (EH&S) has published guidance regarding purchases of biological safety cabinets and standards. Note: Non-PO and ProCard are not allowed for this category. |
Household and Laboratory and Office Moves |
See the Moving Expenses page. For local office or lab moves within the UW Seattle Campus, contact UW Moving Service |
Human Blood, Human Blood Serum, Human Cell Lines, and Human Platelets |
See UW EH&S Biological Use for additional information on blood borne pathogens, biohazards, and required biological use forms. The following will be needed in order to complete your order:
Note: Non-PO and ProCard are not allowed for this category. |
Cadavers, Organs, and Other Human Tissue |
See UW EH&S Biological Use for additional information. Purchase of cadavers and/or human body parts must be in compliance with all legal, public health, and ethical standards. The following will be needed in order to complete your order:
Note: Non-PO and ProCard are not allowed for this category. |
Card Services and Equipment | Departments must receive approval from Merchant Services before contracting for any payment card acceptance related equipment or services. This requirement applies to orders for any dollar amount. Contact pcihelp@uw.edu (Reference: APS 35.1) |
Charters |
Aircraft, Boat, and Bus charters see: Charters / Transportation (aircraft insurance limits increased 4-21-2022) |
Construction and Building Alteration, Modification, and Repairs |
UW Owned Space:
Leased Space:
Note: Non-PO and ProCard are not allowed for this category. |
Covered Telecommunications Equipment or Services-Representation |
The National Defense Authorization Act passed in 2020 restricts the purchase and use of telecommunications equipment from specific restricted companies. These restrictions are applicable to all federal awards and have been incorporated into the Federal Acquisition Regulation (FAR) (52.204-25) for Contracts and the Code of Federal Regulations (CFR) (200.216 & 200.471) for Grants and Cooperative Agreements on federally funded orders. More information is available on the Post Award Fiscal Compliance (PAFC) webpage. You can also contact your procurement service Buyer. |
Firearms, Ammunition, and Explosives |
Prohibited: Possession or use of firearms, explosives, dangerous chemicals or other dangerous weapons or instruments on the university campus, except for authorized university purposes, unless prior written approval has been obtained from the UW Police Department, or any other person designated by the president of the university; All weapons, firearms, and permanently attached accessories such as rifles, pistols, flare guns, net guns, tasers, rifle scopes, signal guns, line-throwing equipment, and animal control devices must be tagged and inventoried regardless of cost. Please see EIO's webpages for more information on tagging and inventory procedures. Also, appropriate object codes for this category can be found on the Financial Reporting’s object code grid. Note: Non-PO and ProCard are not allowed for this category. |
Fume Hoods |
See UW EH&S Fume Hoods. Environmental Health and Safety (EH&S) has published guidance regarding purchases of approved fume hoods, design standards, approved manufacturers, and best practices. Note: Non-PO and ProCard are not allowed for this category. |
Lab Refrigerators / Lab Freezers |
See UW EH&S Refrigerators / Freezers for information on purchasing and required safety stickers. Note: Non-PO and ProCard are not allowed for this category. |
Lead, metallic Lead containing materials |
Environmental Health and Safety (EH&S) has published guidance regarding post-purchase requirements for lead handling on their websites. Please reach out to them for any questions post purchase. |
Live Animals / Custom Animal Work / Non-Preserved Animal Organs and Tissue |
Live Animals- Must be ordered via the Department of Comparative Medicine, please see their website on Animal Purchasing Note: Non-PO and ProCard are not allowed for this category. |
Custom Animal Work- examples: custom antibody production, studies utilizing animals, production of surgically modified animals, and creation of genetically modified animals Please see the Office of Animal Welfare’s website for more information. Note: Non-PO and ProCard are not allowed for this category unless prior approval from Department of Animal Welfare. |
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Non-Preserved Animal Organs & Tissue- See the Purchasing Non-Preserved Animal Organs & Tissue Guide. If you have never purchased the following:
Please contact Research Occupational Health before placing your order. Note: Non-PO and ProCard are not allowed for this category. |
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Personal Data |
Additional Notes: Before procuring good or services, the UW unit is responsible for:
After the order is placed or contract signed, the UW unit is responsible for:
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Radioactive Chemicals / Materials / Equipment |
See Radiation Safety. Tips:
Note: Non-PO and ProCard are not allowed for this category. |
Resale Items |
Reseller's Permit is required and may be obtained from the Tax Office. |
UW Logo and/or Trademark Usage |
See UW Trademarks and Licensing for policies on use of any UW logo. |
Vehicles |
Contact Fleet Services prior to making a vehicle purchase. Fleet can assist with the licensing and may be able to purchase the vehicle on your behalf. |
X-Ray / Lasers |
Contact Radiation Safety 206-543-0463 for procurement policies. Note: Non-PO and ProCard are not allowed for this category. |
Looking for something not on this list?
See the Procurement Guide.
If in doubt, please contact Procurement Services Customer Service
Items No Longer Listed
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AED (Automated External Defibrillators) |
Removed from exceptions list June 9,2017 Review UW Environmental Health and Safety (EH&S) guidance for information about these purchases. |
Ethyl Alcohol
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Ethyl Alcohol | Only authorized users may place alcohol (ethanol) orders. If your purchase will be tax-exempt, please purchase from Fisher Scientific. If the order is taxable, use the supplier of your choice. See the Ethyl Alcohol website for information on ordering, storage, and record-keeping. |
Need Training for Ordering Exceptions in eProcurement (Ariba)?
See the Exception Item training on the Tutorials page under Buying in Ariba.