How to Fill Out a Purchase Req. for a Subcontract in PAS

The instructions below are specific to requesting a purchase requisition for an outgoing subcontract.

Step 1

• Enter 1: Requisition Entry.

Step 2

• Enter the primary budget number to be used to fund the subcontractor.
  Note: More than one (1) budget cannot be used. Prime sponsor funding cannot be co-mingled with other funding.

Step 3

• Confirm auto-populated fields.
• Always select No for attachments.
  Note: The service begin and end dates must align with the prime sponsor budget period and available funding.

Step 4

• Record the Purchase Requisition (PR) number when you get to this screen so that you are able to return to PAS and find this requisition in the future.

Step 5

• OSP outgoing subcontract staff cannot complete the subcontract without an official, signed work scope and budget approved by the UW PI or designee.

Step 6

• Look up the vendor's name in PAS, using Vendor Search (Enter 7 in Action box).
• Select the appropriate vendor name.
  Note: The vendor name is the same as the Subcontractor.

Step 7

• Enter the dollar amount in the Unit-Price box (do not include pennies).
• Always enter 03-62 in the Object code box.
  If you enter another object code, the requisition will not be processed by OSP Staff.
  Note: You can only fund what you have available and the authority to do under the prime award.

Step 8

• Confirm the total amount of subcontract, and that no Washington taxes will be charged.
• If modifications need to be made, enter the number 4

Step 9

• Always enter 2 in the choice field.

Step 10

• Type one of the two options. If the second option is selected, provide a scientific or technical description of the collaboration between the two PIs.

Step 11

• This screen is a summary of all the information previously entered.
• Enter 6 (Encumber) to send the PR to OSP to begin the preparation of the subcontract document.

For more information visit the PAS Requisition Entry page.