TABLE OF CONTENTS

SECTION 1. INDEXES

SECTION 2. PURCHASING AUTHORITIES AND CODE OF CONDUCT

2.1 Procurement Limitations

2.1.1 Procurement Limitations - DIS Authority

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 Departmental 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 Small/Disadvantaged Businesses

6.2 MWBE Subcontractor Report

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

7.2 Pre-Buy Reviews

7.2.1 Unauthorized Purchases

7.2.2 Reqs with Stores Items

7.2.3 Contracts, State, Local, E & I

7.2.3a Use of E&I Cooperative Contracts

7.2.4 Petty Cash

7.2.5 NOT USED

7.2.6 Tax Exemption

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 Facility Management Office (FMO) Review/Approval

7.2.13 US Sanctioned Foreign Countries and Entities, Payments To

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 Bid Lists

7.3.7 Formal Competitive Process

7.3.8 Sole Source

7.3.9 Special Handling Orders

7.3.11 Emergency Purchases

7.3.12 Bid Openings

7.3.13 Public Works Bid Openings

7.3.14 State Requisitions

7.3.15 Trade-Ins

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

7.5 Completing the Contract

7.5.1 Purchase Orders/Written Contracts

7.5.2 Notification of Buying Action

7.5.4 Encumbrance Adjustment Process

7.6 Post Award

7.6.1 Duplicate Requisitions

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)

SECTION 8. SPECIAL COMMODITY PROCEDURES

8.1 Household Moves

8.2 Maintenance Agreements

8.4 Reprint Orders

8.5 Personal Services Contracts

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

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

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

SECTION 11. OPERATIONS SUPPORT INTERFACE

11.1 Requisition Entry

11.3 Filing System

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

Purchasing & Stores
A Department of Financial Management
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Modified: July 9, 2007