Purchasing Policies and Procedures Manual

Table of Contents

SECTION 1. INDEXES

THIS PAGE IS UNDER CONSTRUCTION AND SOME POLICIES MAY NOT BE CURRENT - UPDATES WILL BEGIN IN JANUARY 2014
 

SECTION 2. PURCHASING AUTHORITIES AND CODE OF CONDUCT

2.1 Procurement Limitations

2.2 Statutory Authority

2.3 Delegated Authorities, State of Washington, also: DIS, OFM, State Printer

2.4 Delegated Authority, University of Washington

2.5 Conflict of Interest/Anti-Kickback

2.6 Public Record

SECTION 3. CLIENT RELATIONS

3.1 Philosophy*

3.2 Department Outreach/Visits*

3.3 Expedites (Quotes, Bids, Payments)*

3.4 Protocol for Responding to Questions/Tracking Down Files*

 

SECTION 4. OUTSIDE APPROVALS/REVIEWS OF REQUISITIONS

4.1 Pre-Acquisition Requisition Review *

4.2 Approvals Prior to Purchase*

 

SECTION 5. HAZARDOUS MATERIALS/EQUIPMENT

5.1 EHS Review/Approval*

5.2 Chemicals

5.3 Radioactive Materials Purchase

5.4 Hazardous Materials Requiring Waiver of Indemnity*

5.5 Hazardous Materials Subject to Vendor Recall
 

SECTION 6. FEDERAL/STATE SMALL BUSINESS PROGRAMS

6.1 Federal Small/Disadvantaged Business Subcontracting

6.2 MWBE Inclusion

      6.2.a MWBE Inclusion Plan

6.3 EPA Grant Fair Share Goals

6.4. Subcontracting With Small and Disadvantaged Businesses*

6.5 Sheltered Workshops*

6.6 Out of State Reciprocity*
 

SECTION 7. ACQUISITION PROCEDURES

7.1 Funding

       7.1.1 Source of Funding (How to Identify)

       7.1.2 Biennium Cut-off

       7.1.3 Government Special Terms and Conditions

              7.1.3a Federal Flowdown Clauses – Contract Funded Purchases

              7.1.3b Contract Provisions - Federal Grant Funded Purchases\

       7.1.4 Truth in Negotiations Act

       7.1.5 Federal Solicitation Requirements

7.2 Pre-Buy Reviews
      7.2.1 Unauthorized Purchases*

      7.2.2 NOT USED (Deleted: Reqs with Stores Items)

      7.2.3 NOT USED (Deleted: Contracts, State, Local, E & I)

      7.2.3a NOT USED (Deleted: Use of E&I Cooperative Contracts)

      7.2.4 NOT USED (Deleted: Petty Cash)

      7.2.5 Records Retention 

      7.2.6 Tax Exemptions*

      7.2.7 Used Equipment, Guidelines for Soliciting

      7.2.8 Contracting in Lieu of State Contracts

      7.2.9 Bonds

      7.2.10 Contractors License*

      7.2.11 Insurance Requirements/Risk Management Issues*

      7.2.12 Capital Project Office (CPO) Review/Approval*

      7.2.13 US Sanctioned Foreign Countries and Entities, Payments To

      7.2.14 WEBS Pre-Acquisition Posting

            7.2.14a WEBS Solicitation Notification

            7.2.14b WEBS Solicitation Detail Attachment

7.3 Buying Methods

      7.3.1 Determining appropriate contract

      7.3.2 Lease vs Buy

      7.3.3 Vendor Selection/Price Validation

      7.3.4 Phone Order Placement*

      7.3.5 Informal Competitive Process

      7.3.6 Contracts

      7.3.7 Formal Competitive Process

      7.3.8 Sole Source*

      7.3.9 Special Handling Orders (Delete see 7.3.10)

      7.3.10 Payment in Advance

      7.3.11 Emergency Purchases*

      7.3.12 Bid Openings

      7.3.13 Cooperative Purchasing (WIPHE, E&I)

      7.3.14 State Requisitions*

      7.3.15 Trade-Ins

      7.3.16 Demonstration or Loaned Equipment

7.4 File Documentation

      7.4.1 Purchase Documentation*

      7.4.2 Cost Analysis

      7.4.3 Charitable Contributions

      7.4.4 Substitutions

      7.4.5 Letter of Intent*

      7.4.6 Regents Items

      7.4.7 Sole Source Reporting

7.5 Completing the Contract

      7.5.1 Purchase Orders/Written Contracts

      7.5.2 Notification of Buying Action

      7.5.3 WEBS Post-Acquisition Posting

      7.5.4 Encumbrance Adjustment Process*

7.6 Post Award

      7.6.1 Duplicate Requisitions*(PAS)

      7.6.2 Change Orders/Cancellations*

      7.6.3 Return Goods Memorandum (RGM's)*

      7.6.5 Acknowledgments*

      7.6.6 Contract Administration

      7.6.7 Vendor Assignments

7.7 Seeking Assistance

      7.7.1 Legal Assistance/Risk Management*

      7.7.3 Facility Management Office (FMO)*

7.8  UW International Programs

      7.8.1 International Contracting
 

SECTION 8. SPECIAL COMMODITY PROCEDURES

8.1 Household Moves*

8.2 Maintenance Agreements

8.4 University Trademarked Products

8.5 Personal Services Contracts*

8.6 Sponsorships

8.7 Publications*

8.8 Food and Entertainment Purchases

8.9 Cylinder Gases*

8.10 Foreign Made Goods, Purchases of*

8.11 Foreign Order Vendoring Procedure*

8.12 Registrations, Tuition Fees, Conference Room Rental

8.13 Charter/Rental of Aircraft and Certification of Pilots*

8.14 Hospital Contracts

8.15 Vendor Screening for Hospital Purchases

8.16 Facility Maintenance, Repair, Installation/Public Works*

8.17 Subcontracts for Research*

8.18 Food Approvals

8.19 Managed Print Services/Copier Leases
 

SECTION 9. PAYMENT TECHNIQUES

9.1 Expedite Payments*

9.2 Letter of Credit*

9.3 Charge Card Purchases*

9.4 Wire Transfer of Funds*

9.5 Third Party Financing*

9.7 Progress Payments

9.8 UCC-1*

9.9 Payments to Individuals
 

SECTION 10. VENDOR INTERACTIONS

10.1 Vendor Complaints/Protests

10.2 Vendor Disciplinary Actions Guidelines

10.3 Commercial Solicitation on Campus*

10.4 Credit Applications Requested by Vendors*

10.5 Supplier Parking Policy

10.6 NETid and Wireless Access Sponsored Accounts (pending 1-25-14)
 

SECTION 11. CONTRACT MANAGEMENT (IN PROCESS)

11.1 Supplier Notification of Contract Availability(pending 3-10-14)

11.2 Electronic Records

SECTION 12. ACCOUNTS PAYABLE INTERFACE

12.1 General Overview*

        12.1.1 Flow of Documents*

12.2 Invoice Processing*

        12.2.2 Matching*

        12.2.3 Discrepancy/Unapproved Invoices

12.4 Other

       12.4.2 Credit Memos*

SECTION 13. PAS ORDERS (Under construction)

SECTION 14. ARIBA ORDERS (Under construction)


Policy / Procedure Review Context
Beginning in the winter of 2013, Claudia Christensen and John Watkins set about to review and make any necessary revisions to the Purchasing Policies and Procedures. Kyle Richard has replaced John Watkins on this project.

Procedure:  Once the policy/procedure was reviewed:

  1. The old procedure will be saved to the I://groups/procurement/Purchasing/purchmanual/archived-procedures folder as a PDF document with the following nomenclature: Section-Title-archived-date archived.  For example:  "8.8-FoodAndEntertainmentPurchases-archived-032003". 
    Note: the team has created a PDF template to use to ensure common look/feel of the procedures posted online.
  2. The  new or revised policy will be noted with the date it was added and who reviewed or revised it.
  3. The new or revised policy will be saved to the I drive (I:\groups\procurement\Purchasing\purchmanual) under the folder with the section it pertains to.  (for example, 2.1.1-ProcurementLimitationsDISAuthority resides in the folder called "Section 2 - Purchasing Authorities and Code of Conduct".
  4. The reviewed and revised policy will be linked to the Purchasing Policies & Procedures page on the intranet as a PDF document.
    Note: When attaching a PDF in Drupal, please do not include blank spaces in the title.
  5. Notice of the newly reviewed/revised/added policy will be communicated to the Procurement Services Staff via an email announcement titled:  POLICIES AND PROCEDURES UPDATE and  in the weekly staff newsletter.

 

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