UW Home > UWIN > Admin Gateway 

Acquisition of Equipment – Purchasing and Accounts Payable System (PAS)

Included on this page:

• Definition
• Procedure
• Forms Required
• Frequently Asked Questions
• Regulations
• Contacts

Definition

Purchase Order  –  A document that authorized the delivery of specified merchandise or the rendering of certain services.  This form is used by agencies to encumber, liquidate, and authorize payment for such purchase requisition requests.  Purchase of equipment using the Purchasing and Accounts Payable System (PAS).

Note:  Equipment Inventory reviews supplies and replacement parts with a cost of $1,000 or more, and all equipment purchases for correct object coding prior to your requisition being forwarded to the Purchasing Department.

Procedure

• Department determines need for additional or replacement equipment.

• Department determined whether to buy new or used equipment.

• If new, purchases equipment using PAS in order to maintain necessary controls:

• Verify you have been given access to PAS.
• Enter your purchase information into the requisition fields.
• Encumber your purchase and obtain department approval if necessary.  Departments have the option to establish approval levels in PAS.

• The requisition will then be routed to Equipment Inventory for review.  Equipment Inventory reviews the requisition for proper object coding, to determine if the item being purchased is capital equipment and to ensure federal requirements are being met, if necessary.  Some federal agencies require prior approval.

• If object coding is:

• Correct - Equipment Inventory will approve and forward your requisition to Purchasing for buyer assignment.

• Incorrect - Equipment Inventory will reject the requisition back to the department for correction. Comments are available by using option 6 in the PAS screen. The department will make necessary corrections and re-encumber the requisition which will then be routed back to Equipment Inventory for approval.

Note:  If ordering items as a lot, Equipment Inventory as no way to determine the cost per individual item. Please add a notation in the description field of the requisition, stating "No one item exceeds $2,000".

• 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 - PO for Purchase Order)

• Equipment Inventory reviews the OASIS entry for complete information and aproves the asset.

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:

• Section 50 – Services 
• Section 60 – Equipment Inventory 

Federal Regulations:

• OMB Circular A-110
• OMB Circular A-21
• Federal Acquisitions Register 

Contacts

State/University Titled Equipment:    206-543-4663 or eio@u.washington.edu
Federally Titled Equipment:              206-543-4640 or 206-616-4047