About Your Department

Purchasing Ethics

	Your Responsibilities What You Need to Know Before Purchasing Anything Purchasing Ethics Who Can Purchase? WA Statutes/Authority Delegation Agreement Signatures Confirming Requisitions Special Requirements Commodities Restricted Items Your Purchases Tracking Purchases Receiving Purchases Returning Purchases

Basics of Ethics Law

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. State law is found primarily in 42.52 RCW, and sets out a strong statement of ethical principles and values for state officers and employees. In part, that statement provides:

State officers and employees of government hold a public trust which obligates them, in a special way, to honesty and integrity in fulfilling the responsibilities to which they are elected and appointed. Paramount in that trust is the principle that public office--whether elected or appointed--may not be used for personal gain or private advantage. (RCW 42.52.900 )

Ethics in Purchasing

UW staff and faculty who are involved at any point in the process to select suppliers, award and administer contracts and approve payments must adhere to high standards of ethical behavior and ensure that they do not show favoritism to any supplier(s) over others who are also interested in doing business with the University.

University guidelines regarding ethical practices may be found in the University Handbook, Volume Four, Part V - Employee Privileges and Obligations, Chapter 2 - Employee Conflict of Interest.

Employees with questions about whether certain situations pose ethical questions should seek advice from the head of their department. Department heads may consult with the Purchasing office, the Provost's office, and/or the Attorney General's division as necessary for any specific ethics question.

Ethics in Relation to Sole Source Statements

Individuals writing sole source statements need to understand that the statements carry weight similar to a perjury statement. Section 42.20.040 of the Revised Code of Washington (R.C.W.) discusses public employees making false reports. It states "Every public officer who shall knowingly make any false or misleading statement in any official report or statement, under circumstances not otherwise prohibited by law, shall be guilty of a gross misdemeanor." And R.C.W. Section 42.20.050 states "Every public officer who, being authorized by law to make or give a certificate or other writing, shall knowingly make and deliver as true such a certificate or writing containing any statement which he knows to be false, in a case where the punishment thereof is not expressly prescribed by law, shall be guilty of a gross misdemeanor."

Departmental Purchasing Controls

You need to keep accurate and complete records of confirming orders placed by your department. It is recommended that the person who authorizes a purchase not be the same person who receives the goods and/or approves payment.