The ePAS pillar provides opt-in services for processing expense reports and procurement and supply chain activities.
Who the ePAS pillar supports
Where to Purchase
Using TREQ
Expense Reports
Frequently Asked Questions
Who the ePAS pillar supports
The table below shows the units and departments that ePAS supports. Consult this table for the appropriate method to submit procurement requests, whether it’s submitting an order in TREQ or emailing us at efast@uw.edu.
| Unit | Method | Notes |
| ATMOS: The Department of Atmospheric and Climate Science | TREQ | Contact efast@uw.edu for access to TREQ and include department administrator’s approval. |
| CICOES | UW Connect; efast@uw.edu | CICOES has their own internal forms. Please consult with a CICOES administrator. |
| Dean’s Office Programs – Advancement, Academic Affairs, DEI, MESA, MARCOM, Administration, HR | TREQ | Contact efast@uw.edu for access to TREQ and include department administrator’s approval. |
| Earth and Space Sciences (ESS) – including Pacific Northwest Seismic Network (PNSN) | TREQ | Contact efast@uw.edu for access to TREQ and include department administrator’s approval. |
| EarthLab | EarthLab is currently transitioning to TREQ, but you can also use efast@uw.edu until full transition to TREQ is completed. | Please consult with an EarthLab administrator. |
| Friday Harbor Labs (FHL) | UW Connect; efast@uw.edu | FHL has their own internal forms. Please consult with a FHL administrator. |
| Program on Climate Change | UW Connect; efast@uw.edu | Please consult with a PCC administrator. |
| Program on the Environment (POE) | UW Connect; efast@uw.edu | Please consult with a POE administrator. |
| School of Marine and Environmental Affairs (SMEA) | TREQ | Contact efast@uw.edu for access to TREQ and include department administrator’s approval. |
| School of Aquatic and Fishery Sciences (SAFS) | TREQ | Contact SAFS department administrators Jonas Louie or Kenyon Foxworthy for TREQ access. |
| School of Environmental and Forest Sciences (SEFS) | UW Connect; efast@uw.edu | SEFS has their own internal forms. Please consult with a SEFS administrator. |
| Washington Sea Grant (WSG) | TREQ | Contact efast@uw.edu for access to TREQ and include department administrator’s approval. |
| QERM/QSCI | UW Connect; efast@uw.edu | Please consult with a QERM/QSCI administrator. |
| Marine Biology | TREQ | Contact efast@uw.edu for access to TREQ and include department administrator’s approval. |
NOTE: The School of Oceanography processes their own travel and procurement requests. Contact the unit administrator, Monica Cohn, for information.
Where to Purchase
Catalog orders use UW Contracts for established pricing, terms, and discounts designed to offer the best overall value to customers. Ordering through catalogs in Workday is the fastest order method and the recommended first choice for purchasing goods at the UW.
Not seeing your supplier on the catalog list? A non-catalog order should be requested.
Non-catalog orders are submitted when the goods and/or services are not available in a catalog. This includes orders made using a quote from a registered supplier.
Both catalog and non-catalog orders use the requisition business process in Workday. For certain orders purchased from suppliers that are not registered in Workday, a ProCard may be used instead.
Using TREQ
TREQ is the College of the Environment’s preapproval system for various business processes, including reimbursements and purchase requests. If your unit uses TREQ, submitting a purchase request will route it to the ePAS team to complete once it has received programmatic and cost center approvals.
To ensure your request doesn’t get delayed, have the following information ready when submitting your purchase:
- Business justification for purchasing the item(s)
- Item name, description, and quantity; please be as specific as possible
- A link to the item
- The address that the item(s) should be shipped to
- First time TREQ users can watch our training videos on how to navigate TREQ
Expense Reports
If you purchased supplies using personal funds instead of through the ePAS team, you will need to submit a non-travel reimbursement request to get reimbursed for your business purchase. Refer to the table above to find out how to submit your reimbursement.
Required documents for reimbursements:
- An itemized receipt. The receipt should comply with UW’s receipt policy.
- Proof of payment (when a valid receipt is not available). If your receipt does not include a payment method or show that it has been paid, include supporting documents such as bank statements or credit card transaction. Please be sure to redact sensitive information from these documents that are not relevant to the purchase.
- For online orders, a signed and dated copy of the packing slip for each package in the order is required. If a packing slip is not available, signing and dating your receipt of purchase is acceptable.
- Budget approval from the budget manager or PI.
Frequently Asked Questions
Do I need approval before making any purchases?
Yes, all purchases need approval from the budget manager. If you’re using TREQ, approvals are built into the process.
What is the procurement process for purchasing goods or services?
The following units use TREQ for submitting purchases:
- Atmospheric and Climate Sciences (ATMOS)
- Aquatic and Fishery Sciences (SAFS)
- Earth and Space Sciences (ESS and PNSN)
- Program on Climate Change (POE)
- EarthLab (eLAB – partially complete on training)
- The Dean’s Office (CoENV DO)
- Washington Sea Grant (WSG)
Units not listed have their own internal purchasing forms. Contact your unit administrator for instructions on making purchases.
Does this purchase qualify for M&E tax exemption?
A purchase may qualify for a Machinery and Equipment (M&E) tax exemption if it meets the following criteria:
- The item costs $200 or more
- The item has a useful life of one year or more
- Equipment is directly used for more than 50% of its life on qualifying research
Navigate to our Purchasing Capitalized Equipment page for additional information