MyHCDE

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, eshelley@uw.edu). 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, alee168@uw.edu) 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.