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Purchasing & Reimbursement

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kubu4 edited this page Feb 3, 2021 · 9 revisions

These pages no longer updated, as of 20210126.

Please visit https://robertslab.github.io/resources/ instead.

SAFS Purchasing

Here is the procedure for purchases. Generally, we are shifting to have SAFS admin staff handling purchasing as default (SAFS Purchasing Form).

1. Submit initial request in #purchasing channel on Slack.

  1. Provide link(s) to desired product(s)
    • University of Washington preferred vendors should always be given priority (i.e. don't default to buying from Amazon.com)
  2. Purchasing approval will be confirmed by Steven and he will provide the appropriate budget number & name to use

2. Fill and submit appropriate form(s).

There are three basic means by which to submit a purchase. They are listed in order (top to bottom) of preferred usage:

  • SAFS Purchasing Form

    1. Fill out the following fields:

      • Budget & Budget Name

      • Date Desired

      • Ordered By

      • Phone

      • Email

      • Delivery Info (select Fishery Science, Room #116)

      • Vendor Information

      • Required fields in table at bottom

    2. Have Steven sign the Authorization field by submitting form on #purchasing channel on Slack.

    3. Email completed form to Lisa Smith (or print and put in mailbox in FHS116).

  • eProcurement (Ariba)

    • Requires pre-authorization from Steven and the department to use. Instructions, training, and tutorials are available from UW Procurement Services.

  • ProCard

    • ProCard is a credit card issued to specific users via the University of Washington.

    • Graduate students are not elligible for ProCard use.

    • Sam is the only current lab member who has a ProCard.

    • Obtaining a ProCard requires completing a University of Washington training course.

    • ProCards cannot be used for travel or meal expenses.

3. Fill out Roberts Lab Purchasing Log

  • Spreadsheet is organized by date ordered.

  • Each row represents an order submitted to a single vendor; list all items, quantities, and catalogue numbers in a single cell for a given order.

4. Receiving Orders

  1. Compare contents of box(es) and compare to packing slips.

  2. Sign and date all packing slips.

    • If no packing slip is provided, email Lisa Smith indicating the vendor and date the items were received.

  3. Put packing slips in designated main office inbox (FSH 116).

  4. Indicate date order was received in Roberts Lab Purchasing Log

  5. Add lab storage location of item(s) to appropriate fields in Roberts Lab Purchasing Log and Roberts Lab Inventory Google Sheets.

Biochem Stores Purchasing

This is what the store front looks like

  1. Search the store catalog or just head down to Room J-014 in the Health Sciences Building basement and ask for your product.
  2. Order your product. They will need to know your lab, your name, and the budget number. They will give you a sales receipt for your purchase, but you don't need to submit this anywhere.
  3. Update the Roberts Lab Purchasing Log
    • Spreadsheet is organized by date ordered.
    • Each row represents an order submitted to a single vendor; list all items, quantities, and catalogue numbers in a single cell for a given order.
  4. Add lab storage location of item(s) to appropriate fields in Roberts Lab Purchasing Log and Roberts Lab Inventory Google Sheets.

Primer Purchasing

  1. Enter primer details in Primer Database (Google Sheet).
  • Minimum info needed for each primer:
    • Unique primer name.
    • Primer sequence.
    • Initials.
    • Species.

  1. Pickup primers from Biochem Stores after 24hrs. A budget number will be needed upon pickup.

  2. Update the Roberts Lab Purchasing Log with receipt date and budget number.

  3. After reconstitution, store primers in a box in the -20oC in FTR 213. Update the Primer Stocks database (Google Sheet) with storage locations of each primer.

  • All primer stocks should be reconstituted to a concentration of 100uM in 1X Tris-EDTA (TE).

Chem Store Purchasing

  1. Search the store catalog or just go down to 036 Bagley Hall and ask for your product.
  2. They will need to know your lab, your name, and the budget number. They will give you a sales receipt for your purchase, but you don't need to submit this anywhere.
  3. Update the Roberts Lab Purchasing Log
  • Spreadsheet is organized by date ordered.
  • Each row represents an order submitted to a single vendor; list all items, quantities, and catalogue numbers in a single cell for a given order.
  1. Add lab storage location of item(s) to appropriate fields in Roberts Lab Purchasing Log and Roberts Lab Inventory Google Sheets.

Personal Purchases (reimbursed by SAFS Budget)

Complete this form and attach copies of receipts.

It is recommended that the form and receipt are combined into a single PDF and emailed to Lisa Smith. You will need to first have Steven sign the form, preferably via Slack.

Upon receipt, Lisa will often confirm she has submitted the request in 1-2 business days.

Fill out Roberts Lab Purchasing Log

  • Spreadsheet is organized by date ordered.

  • Each row represents an order submitted to a single vendor; list all items, quantities, and catalogue numbers in a single cell for a given order.

Travel Reimbursement

Complete this form and attach copies of receipts if required.

Note for local travel you should provide a map that shows distance in miles.

It is recommended that the form and receipt are combined into a single PDF and emailed to Robyn Brooks (brooksr@uw.edu). You will need to first have Steven sign the form, preferably via Slack.

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