How to Buy

Topics Covered Below:


Ordering Through eProcurement

eProcurement Catalog Ordering

University-wide contracts are available through eProcurement. If you cannot find the product you need from an eProcurement supplier, please check the UW Contracts page for additional contracts

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Non-Catalog Ordering

Non-Catalog Ordering is the process of creating an eProcurement requisition when the items to be ordered are not available in either a hosted or punchout catalog

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Ariba Blanket Purchase Orders (BPO)

Blanket Purchase Orders in Ariba are agreements to spend a specific amount of money with a supplier over a period of time, and may or may not specify the items or services intended to purchase. These orders replace most standing orders in PAS.

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Ariba Roles and Authorization

Provides guidance on the available roles for different Ariba functionality and how to get authorization.

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Ariba Module Comparison

A chart that compares the different Ariba modules and when to use them.

(click the picture to view)

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Other Methods of Buying

ProCurement Card

The ProCard is a Visa purchasing card available for faculty and staff, provided they are permitted to receive one by their department administrator who has the necessary delegated authority.

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Corporate Travel Services

Corporate Travel Services is a Procurement Services purchasing method for travel expenses, offering two types of payment options, the Central Travel Account and an individual UW Travel Card for University of Washington faculty and staff for official business travel expenses.

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PAS Purchase Order

PAS requisitions are submitted by campus departments to initiate the purchase of goods or services above the direct buy limit when item is not available in eProcurement.

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What UW Departments Need to Know about Buying

Buying from a UW Contract

The first step is to determine whether the goods or services you wish to purchase are available on a University, state or other contract. Contracts offer best value with responsible suppliers. Also, buying on an already existing contract results in lower overall cost of the purchasing process.

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Current Direct Buy Limits

The “direct buy limit” is the dollar limitation set by state law under which purchases may be made without securing competitive pricing. Departments may place orders with suppliers of choice within the direct buy limit without prior approval of Purchasing Services. Some exceptions may apply to the purchase of certain items, and by order method.

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Competitive Solicitation

A competitive solicitation process is required in the absence of a contract or a sole source justification. Purchases over the current direct buy limits require competition to be obtained and documented.

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UW Purchasing Ethics

As employees of the state of Washington, faculty and staff of the University of Washington must follow all of the state statutes and regulations regarding ethics and conflicts of interest.

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Ordering Ethyl Alcohol

Ethyl Alcohol orders may be placed through eProcurement. However, due to state regulations, the ordering of ethyl alcohol is limited to department staff granted alcohol authorization within the ASTRA system. Click "Read More" for additional details on how to place ethyl alcohol orders.

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Charters / Transportation

Directions on the best way to procure charter buses, shuttle, or marine services with links to current contracts and information on required documentation.

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Sole Source eForms

A sole source purchase means that only one supplier (source), to the best of the requestor's knowledge and belief, based upon thorough research, is capable of delivering the required product or service. A sole source is a method of acquisition and it is not used to avoid competitive bidding. Click "Read More" for information on sole source eforms by commodity, instructions, and examples of completed eforms.

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Supplier Diversity

The University is committed to Supplier Diversity by maintaining purchasing practices that promote and expand contracting opportunities for diverse suppliers.The Supplier Diversity page will guide you through the guidelines and resources for how to locate and select diverse suppliers.

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Green Procurement

The University is committed to environmental stewardship by maintaining purchasing practices that promote and encourage the use and purchase of environmentally and socially responsible products.

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Procuring Accessible IT

A link to the UW webpage about the procurement of Information Technology (IT) that is accessible to those with physical or visual disabilities.

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Commodity Codes

Commodity codes are standard classification codes for products and services used to detail where money is spent within a company

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Looking for Someone Specific?

Contact information for Buyers and Staff within Procurement Services is available below.

 

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