Acquisition of Equipment – eProcurement
Included on this page:
- Definition
- Procedure
- Machinery & Equipment (M&E) Tax Exemption Orders
- Forms Required
- Frequently Asked Questions
- Regulations
- Contacts
Definition
eProcurement – A University of Washington purchasing option. The benefits from using eProcurement are:
- All suppliers in eProcurement hold valid contracts that incorporate the University's terms and conditions.
- The direct buy limit of $3,300 per order does not apply.
- Sole Source justifications are not required.
- No restrictions apply to the value of individual orders, unless your department has internal restrictions.
- Purchasing Services and eProcurement are working together to add more contracts to eProcurement and have a number of vendors in the queue.
Procedure
Department:- Determines need to purchase equipment using eProcurement.
- Obtains access to eProcurement.
- Department logs into Ariba (eProcurement).
- Clicks on Create - "Requisition".
- Titles requisition and then clicks "Next".
- Searches for equipment.
- When located, clicks "Add to Cart".
- Clicks on "Checkout" on the left sidebar.
- Verifies that the budget and address are correct (for further instructions, see training manual).
- Clicks on "Submit".
- Within 24 hours of receipt, department tags asset and enters it into OASIS as a "T" status asset. Information to be entered should include:
- UW Tag Number (contact your departmental inventory person)
- Description
- Manufacturer
- Model
- Serial Number
- Custodian/User
- Building
- Wing
- Room Number
- Status (enter - T)
- Requisition Number
- Accountable Budget
- Total Cost
- Class Code
- Date Received
- Acquisition Method (enter - EP for eProcurement)
- Equipment Inventory reviews the OASIS entry for complete information and aproves the asset.
- eProcurement Services assist the departments and Equipment Inventory with any difficulties in using the system.
Machinery & Equipment (M&E) Tax Exempt Orders
If you believe your order qualifies as tax exempt under the University's Machinery & Equipment Sales/Use Tax Exemption, you will need to:- Check the yes box next to the question "Is this an M&E item?"
- Enter your M&E Statement in the box that appears after you check the yes box.
Forms Required
- Optional - UW Equipment Information (Orange) Card
Frequently Asked Questions
For frequently asked questions related to this topic, please visit our FAQ page.
Regulations
State Administrative and Accounting Manual (SAAM), Chapter 30: Capital Assets
University of Washington Administrative Policy Statements:
Federal Regulations:
Contacts
State/University Titled
Equipment: 206-543-4663 or eio@u.washington.edu
Federally Titled
Equipment:
206-543-4640 or 206-616-4047
eProcurement Help Desk: 206-685-3558 or eprocure@u.washington.edu
