6.3 Purchasing Guide

Steps to Make a Purchase

  1. Purchasing request is submitted to the SDC Administrative team via e-mail to sdc.admin@wsu.edu with the following information:
    1. Brief justification for the purchase
    1. Part number for exact product, quantity requested, color, etc. (as applicable)
    1. Link to the product on the desired website OR a quote provided via a vendor
    1. An account number to pay for the expense – program, grant, or gift number AND name required.
      1. If this information is NOT known, please “cc” your respective Program Head so they can provide the appropriate account number and name
      1. Examples of account number and name:
        1. PG0001234 Barnes Special Course Fee
        1. GR0001234 Barnes – DOE Admin Grant
        1. GF0001234 Barnes Excellence Fund
      1. NOTE:  If the value of the purchase is OVER $5,000, the Administrative Manager will evaluate if a Requisition and Purchase Order is necessary. BPPM 20.50
      1. NOTE:  If the value of the purchase is OVER $10,000, the Administrative Manager will contact you to discuss the use of a Sole Source Justification which will be required if we do not want the order to go out for bid. BPPM 20.50
  2. A Request to Serve Food (RTSF) form must be prepared for all pre-approved food/meal purchases. 
    1. NOTE:  Plan ahead, the request form must be signed by the Director or Administrative Manager at least five (5) business days before the event, see BPPM 70.31.
  • For “In Store” purchases, an SDC purchasing card is available for checkout from the SDC Administrative team during business hours (M-F, 8 a.m. – 5 p.m.). Original receipts must be returned with the purchasing card. You must be on a current paid appointment with WSU to check out a purchasing card. This policy applies to faculty, staff, and students.
    • NOTE:  It is allowable for a faculty or staff member to task a student worker or paid TA (who is under there direct supervision) to make an “In Store” purchase.   If done, the Supervisor must send an e-mail to sdc.admin@wsu.edu in advance and include the following information – name of student worker/TA, description of items to be purchased, store(s) where purchase(s) will be made, and the account/program number to be used for the expense.
  • Non-Grant Contracts:
    • Hotel Contract – initiated between the SDC and facility; the SDC Administrative team submits the contract to Real Estate and Business Operations for contract negotiations with the facility. A copy of the signed final contract is required to pay invoices.