Procurement

• Training Classes: 
  • Department of Enterprise Services (DES) Training : Required training for state employees who jobs involve procurement duties.
  • Professional and Organizational Development Classes : Training and Services designed for employee development. Recommended classes: Basics of Procurement and Foundations of Fiscal Reporting.
  • Funding Sources: High level explanation of the various funding sources that the university uses.
  • Delegation of Authority and Signature Authority : Purchasing Buyers are considered Agents of the University and are authorized to act on behalf of the University.
  • How Financial Information Is Organized at UW: Tutorial
    • Organization Codes
    • Budgets
    • Account Codes
    • Fiscal Periods: Fiscal Year End and Biennium

• Contracts : The University has contracts for many goods and services that are managed by a UW Buyer. This is the preferred way of doing business here at the UW.
• Direct Buy : The dollar limit set by state law under which purchases may be made without securing competitive solicitation.
• Solicitation : Informal or formal competition for purchasing.
• Sole Source : Guidelines for using a Sole Source Justification
• Subawards : Office of Sponsored Programs (OSP) guidance for subaward management.
• Supplier Diversity : Focuses on developing internal awareness regarding small, local and diverse suppliers.
• Planning an Event : Catering, Conferences, Hotels etc.
• Exception Items: Specialized items that require Central Office involvement.
• Terms and Conditions : The documents here may relate to some but not all orders placed by the university.

Procurement Services have created strategic sourcing contracts for efficient and cost effective procurement utilizing Ariba, an online marketplace of supplier catalogs. This is the preferred way of purchasing at the UW. In instances when needed goods and services are not available in Ariba, a secondary option is available using a UW issued ProCurement Card, and finally as the least favorable option, submitting a request in Ariba to become a purchase order. If the supplier being used is not in the vendor database, see Supplier Registration section below.

In Ariba:

• Catalog Purchase Order : Preferred option for buying. Catalog purchases offer established pricing, terms and discounts designed to offer the best overall value to campus. Tutorial.
• Blanket Purchase Order : The preferred method for placing orders which will require multiple payments over a period of time. Tutorial.
• Non-Catalog Purchase Order : Placing an ARIBA order with a supplier when the goods and/or services are not available in a catalog. Tutorial.
• Alcohol : How to order Ethyl Alcohol in Ariba.

Outside Ariba:

• Procard : A Visa purchasing card available for faculty and staff. eLearning training required.

If a contract cannot be utilized for the purchase being made, and we do not have the supplier in our vendor file, the supplier will need to register with the UW to do business.

• Supplier Registration: UW Procurement Services has an online supplier registration portal for suppliers doing business with the University. Check the Supplier Search Report in PDR for current suppliers.
• Electronic Payment: The University's preferred way of making payment. 
• Ariba Network Registration : The University is transitioning from its legacy purchasing system to the Ariba eCommerce platform for its procurement transactions. 
• Foreign Suppliers : Guidance on how to register and pay foreign suppliers and foreign nationals.

Options for paying for commodities which may not have been ordered through the procurement options above.

In Ariba:

• Non-PO Invoice : 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. Tutorial.
• Payments to Individuals : A form in ARIBA providing users a convenient means of making quick payments to an individual. Tutorial.
• eReimbursements : eReimbursement is a form in ARIBA used to reimburse individuals for purchases of goods they have made on behalf of the UW. Tutorial.
• Travel Expense Report (ER): A form in Ariba used to facilitate reimbursement of travel expenses. 

Outside Ariba:

• Travel : Paying for travel expenses.
  • Travel Card: Individual travel use
  • Central Travel Account: Not for individual use
• Field Advance :  An advance to a UW department, when making payments through Ariba or using Procard are not possible in a developing country.
• Research Subjects (Revolving Funds): Used to make payments to research subjects.
• Wire Transfer : Electronic payments to foreign suppliers.

Information on management of invoices and associated tasks in Ariba. 

• Invoices on orders : How a supplier submits an invoice to the University of Washington depends on the type of order.
• Receiving : When you receive, you are approving an amount of money to be released for payment of invoices on Blanket POs.
• Tax:
  • Sales and Use Tax and Taxability of Goods and Services and Use Tax Correction in PDR
• Payment Status : Payment terms, timelines and delays. 

Tools for managing changes or closures of existing orders in Ariba. 

• Closing Purchase Orders : A request form for closing catalog and non-catalog orders in Ariba. 
• Changing Purchase Orders : A request form for changing a catalog and non-catalog orders in Ariba. 
• Closing Blanket Purchase Orders : Instructions on how to close BPOs in Ariba.
• Changing Blanket Purchase Orders : Instructions on how to change BPOs in Ariba. 
• Refunds and Credits : Credit Invoices and Refunds are processed separately from invoices. 
• Delivery : Guidance on shipping for university purchases.

Reconciliation is the process of comparing transactions and activity to supporting documentation. There are a variety of reports available to accomplish fiscal needs. Departments should have a written policy for reconciliation on file. Department should reconcile on a monthly basis. 

Reconciliation:

• MyFinancial.desktop and eLearnings : MyFinancial.desktop (MyFD) is a web interface for the University of Washington's Financial Accounting System (FAS) and provides an online reconciliation report campus can use for their reconciliation process. 
• ProCard Reconciliation: Review of ProCard transaction within JPMorgan Chase system PaymentNet.

Reports and other Tools:

• Ariba Reports and tutorial : Running reports in the Ariba system.
• Procurement Desktop Reports and tutorial : Web-based reports that pull information from the Data Warehouse and JP Morgan Chase.
  • Use Tax Correction
  • Supplier Search
  • ProCard Spend
• Business Intelligence Portal : UW’s Enterprise Data Warehouse (EDW) central reports and visualizations.
• Records Retention : The University General Records Retention Schedule is the primary source of retention requirements for the records created and received by the University of Washington.
• Records Management : Records Management Services manages and oversees compliance with state and federal laws and regulations relating to the preservation and destruction of information created and received by the University.
  • Ariba Scanning Policy
  • University of Washington scanning policy
• Receipt Policy Information
• Post Award Fiscal Compliance : Documenation guidelines for sponsored awards
• Ariba Quick Reference Guide : A quick guide on what modules are available in Ariba for procurement and payment.

Access roles and set up to manage web based procurement, payment and reporting systems.

• ASTRA : Web tool used to manage access to web based systems on campus. 
• Ariba Roles and Authorizations : Ariba roles are how the system determines what functions a user can perform in the different modules within Ariba.
• MyFinancial Desktop Roles: Actions associated with MyFD system roles.

• Food Policy : What food expenditures are allowable. 
• Ethics :  Identifying and managing potential conflicts of interest and other ethical questions as part of the University community.
• Grant and Contract Accounting : GCA assists the UW community by facilitating the post award financial aspects of sponsored awards, from budget setup to closeout.
• Moving Expenses : Options for paying for moving expenses for employees and labs. 
• Tax Office : The tax office works collaboratively with all departments to reduce UW's tax burden and ensure compliance with international, federal, state, and city tax laws. 
• Administrator Toolkit: Provide easy access to tools and resources necessary for administrators to manage compliance while maintaining and improving operational efficiencies. 
• Equipment Inventory Office : Is responsible for the proper tagging, reporting, and controls over more than 64,000 equipment assets. 
• Commodity Codes: Standard classification codes for products and services used to detail where money is spent within a company. 
• Managed Print Services: UW program to efficiently manage equipment, service and supplies for multi-functional devices, copiers, printers, scanners and fax machines at cost savings over traditional lease and rental programs.
• Internal Controls: Concept and framework for effective internal control policies and procedures.

• Procurement Services Newsletter
• MyFD Newsletter
• eTravel Newsletter
• MRAM Newsletter

• eLearning Tutorials
• FAQs 
• Procurement Staff List
• Forms