Exception Items

Category

Additional Notes

Purchases of artwork may require preapproval: Administrative Policy Statement chapter 205,

Executive Order 37,

Public Art Commission

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.

Spend Category: Biological Safety Cabinets SC1731

Note: Supplier Invoice Request 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:

• Biological Use Authorization Application approved by the Institutional Biosafety Committee. Biological Use Authorization Application
• Any Material Transfer Agreements ( MTA'S) required by the supplier

Note: Supplier Invoice Request 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 for research must be in compliance with all legal, public health, and ethical standards.

The following will be needed in order to complete your order:

1. Research only: Biological Use Authorization Application approved by the Institutional Biosafety Committee. Biological Use Authorization Application
2. Certifying that the UW Willed Body Program does not have human remains appropriate for your needs. http://wbp.biostr.washington.edu/
3. Any Material Transfer Agreements ( MTAs) required by the supplier.
4. Confirmation that you have made arrangements for disposal of any human remains purchases that are consistent with the individual making an anatomical gift’s requirements and the requirements of RCW Chapter68.50. 

Spend Category: Cadavers, Organs and Other Human Tissue SC1732

Note: BUA is not required for specimens being used in teaching. Supplier Invoice Request and ProCard are not allowed for this category.

Charters

Aircraft, Boat, and Bus charters see: Charters / Transportation (aircraft insurance limits increased 4-21-2022)

Spend Category: Charters SC1733

Construction and Building Alteration, Modification, and Repairs

UW Owned Space:

• See the Facility Services Maintenance &Alterations website - departments are not authorized to contract for these services without approval from Facilities.

Leased Space:

• Contact UW Real Estate regarding building alterations and construction

Spend Category: Outside Repair, Maintenance, And Alteration Services SC1056

Note: Supplier Invoice Request and ProCard are not allowed for this category.

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.

Spend Category: Trackable-Capital Weapons, Firearms, Signal Guns, and Accessories SC1178

Note: Supplier Invoice Request 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: Supplier Invoice Request 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

Spend Category: Live Animals SC1103

Note: Supplier Invoice Request 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, purchases of eggs and/or larvae.

Please see the Office of Animal Welfare’s website for more information.

Note: Supplier Invoice Request and ProCard are not allowed for this category unless prior approval from Department of Animal Welfare.

Non-Preserved Animal Organs & Tissue- See the Purchasing Non-Preserved Animal Organs & Tissue Guide.

If you have never purchased the following:

• Sheep, Goat, or Cattle Placentas
• Cow Eyeballs

Please contact Research Occupational Health before placing your order.

Note: Supplier Invoice Request and ProCard are not allowed for this category.

Personal Data

Additional Notes:

Before procuring good or services, the UW unit is responsible for:

• Determining if this procurement involves personal data;
• Determining if a data processing agreement (DPA) with  the supplier is required; and
• Executing the DPA (if applicable).

After the order is placed or contract signed, the UW unit is responsible for:

• Registering the third party with the UW Privacy Office's TrustArc Privacy Management Platform.

Radioactive Chemicals / Materials / Equipment

See Radiation Safety.

Tips: ​

• Spend Category "Radioactive Materials" SC2070
• Guide for Radioactive Material requisition in Workday.

Note: Supplier Invoice Request 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.

Spend Category: X-Ray Film and Supplies SC1090

Reach out to Radiation Safety for email approval of laser purchases

Note: Supplier Invoice Request and ProCard are not allowed for this category.

Removed from exceptions list June 9,2017

Review UW Environmental Health and Safety (EH&S) guidance for information about these purchases.

See UW EH&S Refrigerators / Freezers for information on purchasing and required safety stickers.

Note: Some ultra-low freezer purchases may qualify for a rebate from Seattle City Light