Skip to main content
HCDE Intranet

Purchasing Procedures

Request a purchase

Purchasing non-equipment < $10,000

For basic purchasing (non-equipment under $10,000), email requests to hcdefiz@uw.edu along with the following:

  • Contact info
    • First, Last name / phone number
    • Employee status (ie. staff, faculty, student)
  • Purchasing details
    • Ship to address - recipient name, street address, city, state, zip code
    • Purchase line items, for each item please provide the following:
    • Product name
    • Supplier
    • Item URL
    • Unit cost
    • Quantity
    • Total cost
    • For multi-line item orders (ie. over 10 items), use the ESE Order Form
  • Approval from PI/Faculty/Administrator (where appropriate) to include:
    • Business purpose
    • Item(s) request
    • Estimated cost(s)
    • Worktag(s) and/or budget information (if known)
  • Award letter - if applicable (ie. Capstone, DEI, PhD Doctoral)
  • Any additional comments or attachments
    • Quotes/estimates need to include estimated shipping charges and recipient address
  • If requesting food, light refreshments or alcohol, please also include:
    • Event date, time, location
    • Attendees List (first, last names) - if public event or non-UW participation, describe
    • HCDE will help with the Food Approval Form (required), and may need your signature to complete the document

Purchases and contracts ≥ $10,000

Email hcdefiz@uw.edu with details and to confirm the budget. 
For purchases and contracts equal or greater than $10,000, over the direct buy threshold and does not fall under an exemption for competition, the solicitation must be managed by Procurement Services.

The following is required for processing: 

  • Approval from PI/Faculty/Administrator (where appropriate) to include:
    • Business purpose
    • Item(s) request
    • Estimated cost(s) - quotes/estimates need to include estimated shipping charges and recipient address
  • A sole source justification - if applicable (Sole Source Purchasing)
  • Three (3) competing bids - (Purchasing Guidelines for Required Competition)
  • A summary of your process including vendors you contacted, copy of email requests, criteria, list of vendors
  • Confirm if the vendor is a registered supplier with the University

Note:  Only UW Procurement Services is authorized to sign procurement contracts.  Employees, faculty, and students are not authorized to sign a procurement contract of any dollar amount. Requests are processed by filling out the Procurement Contract Manager Support Request form.

Equipment purchases > $5,000 per item and a life span >1 year

For equipment purchases over $5,000 per item and a life span >1 year: 

  • Machinery & Equipment (M&E) Sales Tax Exemption
  • Equipment of value equal to or greater than $5000 requires tagging within 3-7 days after a receipt is received. Please contact Jane Skau (janei@uw.edu) for appropriate tagging of inventory. Please see the Equipment Inventory Office website for more details.

Resources: Procurement Services Quick Guide for detailed information on sourcing, sole source purchasing, unauthorized purchases, contracts and more. Catalog Purchases, Procurement Services Frequently Asked Questions, Buying From Contracts, and the ESE Purchase Request form.
 

Package delivery

University Mailing Services delivers incoming mail once-a-day to the Sieg Building secure mail room. The HCDE front desk staff (hcdehelp@uw.edu) checks the mail room daily, distributes mail, and sends out notifications when packages arrive.  If you are expecting a package and have not been contacted by the front desk, please reach out for assistance.

Mail delivered by non-UW carriers such as Amazon, FedEx, and UPS will be delivered to the HCDE office, 428 Sieg Building.

When the building is closed, only UW mail services and approved UW vendors such as FedEx and UPS have access to the building. If you would like to have something delivered when the building is closed, please coordinate with hcdehelp@uw.edu to ensure someone is around to receive it.

HCDE office mailing address:

<ATTN: Your name>
3960 Benton Lane NE
428 Sieg Building, Campus Box 352315
Seattle, WA 98195

Receiving your package and packing slips

Package pickup

Mail delivered to the HCDE office (428 Sieg Building) will be distributed to the appropriate mailbox.  If a package is too large to be placed in a mailbox, you will receive a notification from hcdehelp@uw.edu that your package has arrived and is ready for pick up. The office has limited space to store packages, so please retrieve at your earliest convenience.

  • Staff, faculty, and part time lectures mailboxes are in Sieg 428
  • PhD mail folders are in Sieg 422A (Copy room)
  • All other mail can be picked up at the front desk in Sieg 428

Note: All mailboxes are in rooms that require husky card access but are not considered secure. If you have sensitive mail or would like to request delivery to a specific office, please coordinate with the front desk (hcdehelp@uw.edu).

Confirmation of goods received / packing slips

Per Washington State law, every order must be accompanied by a detailed receipt and proof of delivery (ie. packing slip).

Note: A packing slip is a record of a transaction and proof of delivery for buyers, meant to be included along with an order for a shipment.

Once an item is delivered, the recipient should review the contents and secure the packing slip. Upon pick up at the office (Sieg 428), packing slips should be signed, notated with the date received, and turned into the front desk staff.

If you did not receive a packing slip with the delivery or was lost, notate in an email or on documentation (receipt, invoice, order confirmation) that it was received, notate the date, and this stands as the confirmation of goods received. 

Resources: Confirmation of Goods/Services Received, Procurement Services - Receipt Policy Information