UW Purchasing and Stores
Attachments
1. What is an attachment?
An attachment in the purchasing sense is any document that supports a specific
purchase or is material to the purchase and should (or must) be retained as part of the
requisition file.
Examples:
Sole source statement
Vendor quotation
Various forms (1631, 1632, etc.)
Scope of work (statement of work)
Vendor proposal
W-9
An attachment from the payables perspective is largely restricted to a payment
document and supporting documentation as required.
Examples:
Invoice voucher
Receipts
Vendor invoice
2. Where do I send the attachments (and why)?
As a rule, all attachments required to document a purchase should be sent to
UW Purchasing (mark the requisition for attachments in PAS and forward the
attachments referencing the requisition number to Buyer Assignment, Box 351115)
Attachments that are payment documents should be sent directly to Accounts Payable,
Box 351130, again referencing the requisition number.
Note: At times, you will have both types of attachments. If this is the case, mark the
requisition for attachments and forward all the non-payment related attachments to
Buyer Assignment in Purchasing. The invoice can be sent directly to Accounts
Payable.
3. Exceptions
There are two methods in PAS for setting up requisitions on the Purchasing side;
on-line and manual:
On-Line: Once the requisition is assigned to a buyer, it is processed and finally put
into a payable status. Accounts Payable can not process a payment until Purchasing
puts the order in a payable status. Well over 95% of all orders are processed on-line
(meaning Payables does not need to see a hard copy of the
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UW Purchasing and Stores
requisition – payment information is taken directly from the system). For these
orders, steps 1 and 2 above apply.
Manual: There is also a manual process that does require the payment to be
recorded on the requisition itself. This is typically used for processing
reimbursements, honoraria, other payment to individuals, and foreign orders. For
these types of payments, all attachments should be forwarded to Buyer Assignment,
including the payment documents.
4. Other Process Considerations
The PAYMAN process is an alternative process used to pay individuals. For details,
see the sites at:
http://www.washington.edu/admin/payables/
http://www.washington.edu/admin/payables/checkreq.html
For further information, visit our web site: http://www.washington.edu/admin/purchstores/
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