microscopic view of green algae

Purchasing

General Purchasing Assistance: biopurch@uw.edu

Reimbursements (travel and non-travel): biopurch@uw.edu

Purchasing Manager: Sarah O'Hara

Stockroom (services and receiving): Eddie Sabiniano

 

Orders

All purchase requests are submitted through the PurchasePATH system. PurchasePATH (colloquially referred to as PP) does not connect to vendor websites or UW financial systems. It is for internal tracking of departmental order. 

To gain access to PurchasePATH, add a new budget or add new people to a budget; PIs need to return a completed Purchasing Authorization Form to biopurch@uw.edu.

This PurchasePATH Guide can show you how to set up your account and create orders.

Consolidate orders as much as possible. There are hidden costs to each separate order you place: staff time (UW and vendor) + shipping costs (boxes and packing materials, fossil fuels, drivers/vehicles) + paperwork (trees). Let's be sustainable!

$10k is the Direct Buy Limit. Departments may place orders with suppliers of choice under the direct buy limit without prior approval from UW Procurement. Any purchases $10k or over must be issued by departmental purchasing staff as a purchase order reviewed by UW Procurement, and also must either utilize a university contract or be competitively solicited. 

 

Quotes

A quote is a formal document issued by a business that details the proposed cost of goods and services for an order. The most common examples of PurchasePATH orders that require a quote are:

  • Equipment when claiming an M&E Tax Exemption and/or when any individual piece of equipment costs $5k or more.
  • Maintenance/service agreements.
  • When the supplier requires orders to be issued by Purchase Order.

While labs are not required to request quotes for supply orders with vendors under contract with the UW (e.g., New England Biolabs, Fisher Scientific, and Millipore Sigma), there are times when doing so could result in a better deal than even our contract pricing. For example: several companies offer lab startup deals that can be obtained by working with a regional sales rep. 

The shipping address for all quotes must be: 

​University of Washington
Department of Biology
3747 West Stevens Way NE
Life Sciences Bldg Rm B147A
Seattle, WA 98195

Your order may be returned by purchasing staff if an incorrect address is used on a quote. This is because many suppliers ignore the address on the Purchase Order in favor of the address on the original quote. 

 

Returns

If you have an order to return, do NOT return it yourself.  Contact the Purchasing Agent (listed on the order in PurchasePATH) and they will return it for you.  If you have already spoken with vendor tech support and received an RMA#, bring this information with you.

 

Stockroom Services

The Biology Stockroom is located in Life Sciences Building B147A, located on the east side of the Basement 1 level. Access it via the freight elevator or the stairs opposite it. You cannot access the stockroom from the western side of B1.

Dry ice (LSB B148), liquid nitrogen (LSB B148 or HCK 420), and gas tanks (LSB B149 or HCK 016) are self-service. Record dry ice amount used on the clipboard provided. You will need the departmental keycode to access those rooms after hours.

Use the Stockroom Ordering online store for lab supplies, greenhouse materials, first aid kit refills, sanitizing supplies, and 95% and 100% ethanol.  See very brief instructions.

  • You will receive a confirmation email when your order is placed and when it is ready to be picked up on the racks outside the stockroom. For ethanol orders, purchasing staff will contact you to set up a time for pickup. Greenhouse supplies can be picked up self-service from the cart in the greenhouse opposite room B156-GH. Sign the paperwork and leave on the cart outside the stockroom.

Shipping supplies are on the lower rung of the cart outside the stockroom. Email biopurch@uw.edu with shipping addresses/phone numbers and details about the package: desired speed, type of package (dimensions if not standard FedEx/UPS box), weight, dry ice, contents (for international shipments), and budget information. You will be emailed back the shipping label. Confirm when it has been dropped off in the outgoing shipping box. We need to call UPS/FedEx by 1:00 to pick up any outgoing shipments.

For laundry service, bring your bag of lab coats to the stockroom with a completed laundry request form. If the stockroom manager isn't present, email biopurch@uw.edu to ensure staff call for pickup. Expect a 2-3 day turnaround.

 

Receiving and Delivery

Orders and packages received through UPS, FedEx, or DHL are processed in the afternoons.  We practice no-contact order and package pickup. The person that placed the order in PurchasePATH will receive an email that their order is/will be ready to pick up from one of these locations:

  • Perishables (all buildings): LSB B148 (Dry Ice/LN2 room) in the fridge/freezer. Sign the paperwork and leave on the cart outside the stockroom.
  • LSB Non-Perishables: The order rack set up the east side of the lab bench area. Each floor has their own rack. Sign the paperwork and leave it in the basket on the shelf.
  • JHN/HCK/PAA Non-Perishables: The order rack outside of the stockroom. Sign the paperwork and leave on the cart outside the stockroom.

 Receiving & Delivery Policy.

 

Purchasing Equipment

All equipment orders in PurchasePATH are required to include a quote from the supplier.

Equipment purchases over $200 used for specific categories of research are eligible for M&E Tax Exemption. On your order, submit 1-2 sentences (layman's terms) explaining the goal of your research. Your M&E Statement needs to have a hoped for outcome that shows you are engaging in Research & Development (new or improved products, processes, techniques, formulas, inventions, or software) for: Advanced Computing, Advanced Materials, Biotechnology, Electron Device Technology or Environmental Technology.

$10k is the Direct Buy Limit. All orders $10,000 or more (not purchased through an existing contract) require competitive solicitation or a sole source justification.

Equipment is not automatically insured. To insure equipment, fill out an Equipment Insurance Request.

Service and maintenance contracts for M&E exempt equipment also qualify for tax exemption. Please reference the original PurchasePATH order number and UW inventory asset tag number (if applicable) for the equipment when submitting your service contracts in PurchasePATH.

 

Paying Invoices

To pay an invoice for already-received goods or services, create an order on PurchasePATH and attach the invoice.  For item description, enter "Invoice for (whatever it is you purchased)".

$10k is the Direct Buy Limit. Invoices must be under the Direct Buy Limit ($10,000) and cannot include items on the Exception List. Software cannot be paid for by invoice and must instead be placed by Purchase Order (PO) or Blanket Purchase Order (BPO).

 

Purchasing for Teaching

Additional instructor specific instructions for course purchasing are located on the Teaching Information page. For teaching specific questions not answered by the general purchasing instructions, consult with the relevant Instructional Services staff member first.

When ordering live organisms (termites, leaches, chara, et al), leave an order note specifying whether they need to arrive as soon as available or on a specific date. Most live organisms cannot ship for Monday delivery.

 

Primers and Gene Sequencing

Labs are required to purchase synthetic nucleic acids from attested suppliers. As of 05/01/2025, the list of compliant suppliers we do business with includes: Agilent, Azenta, GenScript USA, IDT, Thermo Fisher Scientific and Twist Bioscience. When ordering, include "Nucleic Acid" as a note.

Primers from IDT can be ordered directly by the lab through a BioChem Stores portal.

Blanket Purchase Order Instructions:

  • In PurchasePATH (PP) enter a standing order for a specified period of time with the estimated amount you think you will spend in a year. The item description should be "BPO - DNA Sequencing".
  • After a Purchase Order (PO) is issued to the company you will be emailed the PO number.
  • If using Eurofins, drop off your samples in the box on the LSB loading dock.
  • If using Azenta, drop off your sample in the box in HCK 420 or the LSB loading dock.
  • You will be asked to confirm any invoices before they are paid.

 

Cloud Services

It is departmental policy that any cloud services required by labs for data backup are the responsibility of lab PI to pay for. They may then be reimbursed through petty cash. This is because the vendors require auto-renewal which is too difficult to track.

The exception is Amazon Web Services (via DLT Solutions, Inc). Set up a "standing" order in PurchasePATH and estimate the spend amount for 1-2 years and we can set up a blanket purchase order.

 

UWare Catalog Software 

Labs can purchase a variety of software subscriptions directly through the UWare Catalog. The most popular subscriptions in Biology are Matlab, Adobe Acrobat Pro, and Adobe Creative Cloud Suite.

  • License periods are July 1 through June 30.
  • Subscriptions automatically renew.
  • Costs are nonrefundable and not prorated.
  • Software can be cancelled or transferred online.

Eligible students may obtain a free Matlab license for personal computers via the UW portal at Mathworks.

 

Telecommunications Equipment Restrictions on Federal Funds

The National Defense Authorization Act has restrictions on the purchase and use of telecommunications equipment. The federal government can add companies to the list but, the ones that are currently known are Huawei Technologies, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of these entities).

 

Computers

Computers (desktops, laptops, et al.) purchased through the University of Washington are the property of the University of Washington. When purchased, they will receive a required "Non-inventorial Tag" that is then logged in PurchasePATH. Biology IT staff will install required security software before the computer is delivered to the end user. 

When a computer reaches the end of its life cycle, its primary user is leaving the UW or it is otherwise no longer needed, custody must be handed over to the department via a support ticket.

 

One-Time Payments for Individuals

This is for honorarium, non-UW stipend, one-time service from individuals payments. Attach the One-Time Payments for Individuals Form in PurchasePATH. You can select "One-Time Payments for Individuals" as the vendor.

 

Data Processing Agreements

Review information from the UW Privacy Office. Your order may need a Privacy Agreement.