As of July 1, 2025, HCDE has transitioned all purchasing requests to be processed through the Engineering Shared Environment (ESE). This page provides guidance on how to complete the UWCF Purchase Form, outlines the required documentation, and details the information needed for submission to help prevent delays in processing.
Request a purchase
Purchasing non-equipment < $10,000
For basic purchasing (non-equipment under $10,000), complete and submit the UWCF Purchase Request Form. The required information and guidance are provided below. For orders with more than 10 items per vendor, please also complete and attach the ESE Order Form to your request.
| Question | Selection / Answer |
|---|---|
| Shared Environment | College of Engineering Shared Environment |
| Would you like this support request routed to a different shared environment other than the default one above? | No (Select Yes, if other 'Environment' listed, then select College of Engineering Shared Environment) |
| Who approved this purchase? | Add NetID of PI/Administrator/Faculty needed for approval |
| Is this a Machinery & Equipment (M&E) Purchase? | Refer to the link provided on the form for more information. If you have any questions fill out ‘General Finance Help Request’ form. |
| What is your associated department or unit? | HCDE |
| UW Business Purpose for this Purchase | Include Project Name/UW Purpose, a basic description of items ordering and how part of project/study/research. |
| Ship to Information | Fill out Ship-To information. |
| What is the Total Amount? | Enter dollar amount for total planning to spend (if tax is unknown, only add the costs that are known so the total amount in lines will match). |
| Purchase Line Items | Fill out appropriate purchase information. Check to see if your totals match, line items vs total amount, and click box to confirm. |
| Are there Multiple Funding Sources Needed? | If there is more than one funding source being used, please indicate yes. Describe percentages for split or how much/amount that is approved for each funding source. |
| Company | UW1861 University of Washington |
| Driver Worktag Type | Use drop-downs to select worktag type. Once selected, enter worktag number (e.g., GR123456, GF123456, CC123456) |
| Add Watchers | Add any email/s for individual/s you would like to also be notified on the ticket. |
| Additional Comments | Enter MEMO LINE here, this goes with your budget worktags and is an important part of tracking for our department. Also add any comments about your purchase like deadline for delivery or urgent requests. |
| Attach Files (PDF or Excel ONLY) | Attachments: - PDF of your approval/budget - ESE Order Form (if applicable – for orders over 10 line items per vendor. 1 form per vendor required. |
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 purchased for certain University research and development activities may qualify for tax exemption allowed under RCW 82.08.05656, please see the UW finance website for more information.
- If a purchase is M&E sales tax exempt, then the sales and use tax exemption certificate must be filled out.
- 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.
<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
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