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, please refer to the General Purchasing Info page.
For full information:
*Download a copy of the Course Purchasing Quick Guide
*Download a copy of the Launch Project Purchasing Guide
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 Spreadsheets, and place supplies in a locker.
Log into Amazon with UW email account to place orders
You must include your team name and course on the PO. Example: Team_Students/Course_Techin514/Gail
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.
On occasion where you must make course purchases yourself, all reimbursements must be pre-approved in writing and specifically say “approved for reimbursement”. Email email@example.com 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:
Meals or coffee paid for others when not in travel status
Ground transportation when not in travel status
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.