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Purchasing
Please note - process overviews have been developed as guidance only and can be changed at any time. Please contact your Sponsored Projects Administration team with any questions.
Definition: Equipment is defined as an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of the capitalization level established by the institution for financial statement purposes. At GW the capitalization level is $2500.
Equipment purchased with sponsored funds must be used for the purpose for which it was purchased according to the grant or contract. It cannot be used for other sponsored projects or for general use.
Process Owner: Office of Finance - Procurement
Process Overview:
Equipment may be purchased with sponsored funds in accordance with the applicable federal law and sponsor and university policies. Equipment must be proposed in the proposal budget or receive prior sponsor approval before purchasing. If you are unsure if equipment is allowable on your sponsored project, contact your SPA before beginning the procurement process.
To purchase equipment on a sponsored project, follow the guidelines set by the Procurement Department. To determine the appropriate forms and processes for your purchase, reference the Purchasing Matrix on the Procurement website.
Once the appropriate paperwork has been completed, a requisition must be entered in EAS to request a Purchase Order number for the chosen vendor. The requisition will approved by the school, OVPR and Procurement before a PO will be issued. After a PO has been established, the PI may submit an invoice for payment by using a Payment Request Form, which is approved by OVPR before submission to Accounts Payable.
Associated Forms/Resource Links:
- Office of Finance - Procurement
- Procurement Forms
- Purchasing Matrix
- Enterprise Accounting System (for requisitions)
Definition: Individual receiving payment from GW
Process Owner: Office of Finance - Procurement
Process Overview:
To register as a GW-approved supplier, the following must be completed by the Department:
- Worker Classification Review Form
- W-9
- Initiate requisition in EAS
- Procurement Office will draw up a contract to be signed by the supplier and GW
- Procurement will assign a Purchase Order Number
- Approved Payment Request Form and supplier’s invoice will be forward to Accounts Payable
- Accounts Payable will send payment to the supplier
Associated Forms/Resource Links:
For more information, please contact your SPM Team.