“The litmus test for all expenditures should be how the expenditure would appear to the public,
if published in the Seattle PI/Times”
Supplies will be purchased using either a 65-XXXX (gift) budget or a 64-XXXX (discretionary) budget.
Finance & Administration (F&A) will coordinate and approve all orders placed through eProcurement. Common use items (paper, file folders, pens, etc.) will be ordered by F&A and distributed to units at no cost to the individual unit. Units requesting specific items (specialty items) will be charged for that item even if it is a common use item (e.g., name brand vs. generic brand). All specialty items will be ordered and approved by the unit’s supply contact person. For more information, refer to the Facilities Resources, Ordering Supplies Guidelines page.
All food and beverages (non-alcoholic and alcoholic) must be purchased using a 64-XXXX (discretionary) budget. Staff members are authorized to purchase meals and beverages served to employees and official guests in conjunction with meetings, formal training sessions, donor stewardship events, and employee recognition events in accordance with the conditions specified below:
- The purpose of the event must be to conduct official UW business or provide formal training to UW employees, and
- The meal or light refreshment must be an integral part of the meeting or event, and
- Attendance by the individual(s) is advantageous to the UW, and
- The meeting or formal training must be conducted at a location away from the place where the employee normally performs his/her work (e.g., his/her workstation)
Travel expenditures will be purchased/reimbursed using a 64-XXXX (discretionary) budget. Travel expenses (airfare, lodging, taxi fares, meals, rental cars, conference registrations, etc.) are reimbursed through the UW Ariba system (Expense Report). For a detailed description of reimbursable and non-reimbursable expenses, refer to the UW Travel Office’s website: http://www.washington.edu/admin/travel/.
Personal long distance calls may not be charged to the University long distance system. Dialing instruction for using a personal credit card or charging a long distance call to a non-University billing number is available at: http://www.washington.edu/admin/comtech/phone/ddld.html.