Purchasing & Reimbursement Procedures
Who to Contact
Faculty making a PURCHASE to be charged to one of their budgets (grant, start-up, gift): In general, you should begin the purchasing process with Elaine Shelley (Grants Coordinator, firstname.lastname@example.org). She can work with you to determine the appropriate buying method and budget number to use for your particular purchase.
Faculty who need to be REIMBURSED for a purchase/registration/travel/etc: In general, you should contact Allen Lee (Fiscal Manager, email@example.com) to initiate the reimbursement process.
Purchasing / Reimbursement Procedure
When seeking a purchasing or reimbursement, please complete the HCDE Purchasing Authorization and Reimbursement Request Form.
When contacting us for any purchase, please provide the following information in writing (or email):
Notes on Purchasing
Food, light refreshments, and alcohol: A budget that is pre-approved for these purchases is required. Please see the HCDE Meals and Light Refreshments Policy Summary.
Purchases and contracts/subcontracts over $3500: A sole source justification and three competing bids are required.
Equipment purchases over $2000: These items must be added to UW's inventory system for compliance and object coding. Allen Lee coordinates the department's inventory tracking and must be informed when these purchases occur.
Travel: Specific UW policies related to travel reimbursements need to be followed. Please see HCDE's Travel Resources.
Notes Regarding Reimbursements
Petty Cash Reimbursement: As a last resort, you may need to make a purchase or payment with your own funds. For items under $200 you may request a petty cash reimbursement. Contact Allen Lee for rules and exceptions.