Wide view of horizon/skyline in University District, Seattle, WA

Procurement Transaction Form

Triage Information

Please call to confirm. Shared Services will expedite processing according to University best practices.

Submitter Information

A confirmation will be sent to this address.

Purchase Goods or Services

Please provide a general description (e.g., 'restocking office supplies,' 'course materials for [course number],' 'start-up for [faculty name],' etc.)
You can enter individual items or copy and paste into this box. You may also upload a list as an attachment, below. Indicate object/sub-object codes with item; if no codes are listed, AST will assign codes.
Do you wish to include any of the following in the purchase?
Budget Information
(Format: xxx-xxx-xxxxxx)
Ship to:

Honorarium Payment

Write 'n/a' if unavailable
Is honorarium payee a foreign national?

Please note: Some visa types prohibit payments such as honoraria, prizes, and payments for performances.  Please see the Summary of Temporary Visa Classifications or call CAS AST for clarification.

Gross up?
If the foreign national payee is not able to claim a tax treaty, 30% will be deducted from the honorarium payment. Does your department wish to cover that 30% by grossing up the payment amount?
Budget Information
One file only.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.
Payment_Delivery Method
One file only.
4 MB limit.
Allowed types: gif, jpg, png, heif, pdf, doc, docx, xls, xlsx.

Pay an Invoice

Invoice Payee is:
Is company registered in the UW Supplier system?
Is invoice payee a foreign national/foreign supplier?
If available.
If available.
Has AST processed an invoice payment to this individual/entity for you in the past?
This will help us maintain consistency in coding, tax application, and contact. If you do not have the number, we will look it up.
Budget Information
One file only.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.
Invoice payment delivery options

Initiate Blanket Purchase Order

Briefly summarize what the contract is for. Example: 'Purchase and installation of practice organ in School of Music.'
When will activity on the contract commence?
When will activity on the contract conclude?
What is the total of all payments anticipated on the contract?
Single Source?
You may also attach single source justification below.
Budget Information
List names

Reimburse Travel Expense

Is ER payee unit chair, acting chair, director, or acting director?
AST will add Debbie Olson as approver for chair/director reimbursement.
E.g., "to deliver scholarly presentation at [name of conference]," "to participate in performance at [name of event]," etc.
Did payee take personal time during this trip?
Has payee submitted receipts to another unit for this trip?

Please see Travel Office website for limitations on reimburseable expenses.

Do you wish for AST to reimburse the total sum of all expenses detailed below, or is there a set amount or limit?
If traveler is being reimbursed for airline/train purchase, make sure that the itinerary includes airline, total fare, and proof of payment. This must be separated from hotel or rental car costs (e.g., package deals must be shown in an unbundled format that itemizes airfare, hotel, and vehicle rental).
One file only.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.
Is lodging at a conference hotel?
Conference brochure or pdf of conference website showing conference hotel information.
One file only.
4 MB limit.
Allowed types: gif, jpg, jpeg, png, pdf.
One file only.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.
Include meal per diem?
AST will apply published per diem rates by date and location.
You may also attach a spreadsheet with details. See 'additional attachments', below.
Are alcohol purchases included in this reimbursement?
One file only.
4 MB limit.
Allowed types: pdf, png, jpg, gif, bmp.
Budget Information
ER payment delivery method:

Reimburse Purchase Expense

Is XR payee unit chair, acting chair, director, or acting director?
AST will add Debbie Olson as approver for chair/director reimbursement.
E.g., 'to deliver scholarly presentation at [name of conference],' 'to participate in performance at [name of event],' etc.
Should AST calculate total based on receipts ?
$
Are food purchases included in this reimbursement ?
If yes, please indicate appropriate food purchase approval category

Please see Financial Management's food approval site for detailed policies

Are alcohol purchases included in this reimbursement?
One file only.
4 MB limit.
Allowed types: pdf, png, jpg, gif, bmp.
Budget Information
XR payment delivery method:

Bulk Request

Use this form to request similar payments to multiple recipients (e.g., honoraria or reimbursements for multiple guests at a single event, etc.)
Honorarium Payment

Click the link and download the template spreadsheet to provide payment details:  Bullk Upload for Honorarium Payments.  Save the completed spreadsheet and attach below.

One file only.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.
Reimbursements

Unlike for bulk honorarium payments, we do not offer a template for reporting bulk reimbursements.  Instead, please attach your own spreadsheet detailing reimbursements, below.

One file only.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.
AST will contact you for additional information, as needed.
You can also copy and paste into this box.

Attachments

Please attach any additional documentation here. Remember: Do not attach documents that include sensitive information such as SSNs. Please call AST if you have any questions.

Unlimited number of files can be uploaded to this field.
4 MB limit.
Allowed types: pdf, doc, docx, xls, xlsx.