Purchasing & Accounts Payable System (PAS)

Topics Covered Below:

PAS Requisitions

PAS requisitions are submitted by campus departments to initiate the purchases above the direct buy limit of goods (when item is not available in eProcurement) and services. Requisitions provide details to describe a needed purchase.

When to use PAS:

Send attachments from your computer directly to Purchasing using the online Requisition Attachment Portal.

PAS requisitions are the recommended buying method for the purchase of items that:

Tips for campus departments:

  • Plan ahead for your purchases, whenever possible
  • Consult with Purchasing Buyers
  • Know what you want to buy
  • Choose the appropriate buying method: eProcurement should always be the first choice
  • Describe the item clearly
  • If you suggest a specific supplier:
    • check to see if the supplier is in eProcurement
    • ask a Purchasing Buyer if UW has a contract with the supplier
  • Be proactive about your purchase request:
    • check order status: use PAS “Requisition Inquiry” function (watch for reqs in “need corrections” & “awaiting attachments” statuses)
    • ask questions (contact the assigned Buyer)
  • For increased efficiency in processing Purchase Orders, please include the following in the "General Comments" section of each purchase requisition:
    • Vendor contact email where completed PO's should be sent
    • UW department contact email address for cc'ing when the PO is sent

PAS Requisition pathway

  1. Campus department enters & encumbers requisition
  2. Requisition goes thru process to get any required approvals
  3. Requisition is routed to Buyer Assignment (purentry@u ; 543-0616) in Purchasing Services and is assigned/released to a Purchasing Buyer
  4. Buyer evaluates the request, researches essential information, determines the appropriate acquisition method, takes steps to complete the purchase.

Purchasing buyers:

  • Have delegated purchasing authority
  • Are knowledgeable regarding specific categories of goods & services
  • Use purchase orders to buy good & services on behalf of UW
  • Establish and manage contracts with suppliers
  • Solicit competitive bids
  • Manage risk for campus departments, UW
  • Sign contracts and agreements on behalf of UW
  • Consult with campus departments about their purchasing needs

Please note: Purchasing Services personnel may need to contact suppliers via phone or fax when conducting a purchase on a department's behalf.  Purchasing staff are instructed to use toll free numbers whenever possible, however, if long distance charges apply, staff will place calls using UWATS and the primary budget provided on the PAS requisition will be used. If you want to specify a budget for these charges other than the primary budget on the requisition, please make a note to that effect in the requisition comments field.

PAS Resources:

PAS Contact information:

Questions, need help with PAS requisitions?
Email: pcshelp@uw.edu
Phone: 543-4500

Buyer Assignment: 
Email: purentry@uw.edu
Phone: 543-0616
• assigns requisitions to Buyers;
• collects attachments for requisitions
• can assist with budget number changes on requisitions


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