2019 Purchasing Rules

Are you a designated purchasing lead with a budget and permission to start purchasing from your instructor? The information below will help you get started.
For general GIX purchasing guidelines refer to the General Purchasing Info page.
*Download a copy of the Course Purchasing Quick Guide
*Download a copy of the Launch Project Purchasing Guide

Purchasing Process

1) Make the appropriate purchasing request based off the guidelines below.
2) Once your request is approved, your order will be placed.
3) Makerspace staff will receive all packages, notify your team that your supplies have arrived, update the Orders Spreadsheet, and place supplies in a locker.
Check status  (UW NetID required)

Purchasing Guidelines

Log into Amazon with UW email account to place order.
You must include your project code and/or team name in the reference line.
At the very last stage of the checkout process, remove the tax exemption before completing your purchase. This exemption is not permitted for the vast majority of our purchases.
Fill out a Non-Amazon Purchase Request
If your request is approved, GIX staff will complete non-Amazon purchases for you.
Purchases without a team name and course number will not be approved.
Request approval to purchase physical gift cards by submitting an Incentive Request
Return the Incentive Reimbursement Form with relevant receipts and documentation for reimbursement.
Fill out a Travel Request
If your request is approved, GIX fiscal staff will provide guidelines for arranging travel.
For more information review the Travel Expenses Page
After your trip, return the Travel Reimbursement Form to gixpay@uw.edu with relevant receipts and documentation.
On occasion where you must make course purchases yourself, all reimbursements must be pre-approved. Email jraiti@uw.edu to request pre-approval.
Submit original receipts and signed/dated packing slips to Gail Greenwood in GIX 115.
Certain expenses are not allowable due to UW/GIX policy and restrictions on our funding source.
Some of these expenses include:
  • Gifts
  • Meals or coffee paid for others when not in travel status
  • Ground transportation when not in travel status
  • Alcohol
  • Costs related to entertaining
Track your team’s budget and expenditures throughout the quarter.
The GIX Fiscal/Makerspace team will provide your team access to the Orders Spreadsheet with order information and you can adjust order totals if needed once the final invoice is received.
Download and track your budget using the: Course Budget Template
View a Sample Budget Workbook
All course supplies purchased with GIX funds belong to the UW.
Please plan to return any leftover consumables and items to your TA at the end of the quarter for inventory.
If your project continues into future quarters, discuss your supply needs with your TA.