IMPORTANT!
Departments are required to contact Procurement prior to making a financial commitment of $10,000 or more.
Orders that are $10,000 or more require a competitive bid process if ordering through a non-contracted vendor.
If you are planning a purchase of $10,000 or more, please contact Procurement as soon as you have finalized your need.

The PCard is the best way to purchase routine goods.
If you do not have a PCard, you should ask another PCard holder in your department to make your purchase.
If you make frequent purchases, you should check with your supervisor about getting your own PCard.
If you have an Amazon or Office Depot business account, you may use those accounts to make purchases without a PCard.

The preferred vendor for furniture is Washington State Correctional Industries (CI).
– Details for furniture purchases are here.
– Departments may make small purchases (e.g. a basic chair) through other vendors (such as Office Depot or Amazon) using a PCard or business account.

EWU has standing contracts copiers/printers with Ricoh and Fishers.
– Details for leasing a copier are here.

Computer hardware purchasing is prescribed by EWU’s Information Technology Department.
FY25 Order Cut-Off is June 6, 2025. Procedures and information for purchasing computer hardware are here.

Software purchasing must be coordinated with EWU’s Technology Procurement & Data Privacy Officer, Emily Arneson.
Emily may be contacted at earneson@ewu.edu or by phone at 359-6995.

When an event is arranged at an off-campus location, there is typically a rental agreement or facility use agreement that is provided by the facility.
Once you have a draft agreement, please submit it to Procurement through our Other Contract/Agreement Portal.
Note: Only employees with designated authority may sign such agreements. A current list of positions who have delegated authority to contract and purchase on behalf of the university is contained in Appendix A of EWU Policy 204-07.

Prospective employees: Travel expenses, including airfare, for prospective employees who have been invited to campus may be purchased using your department CTA card. If your department does not have a CTA card, please contact purchasing@ewu.edu for assistance.
Invited Guest Speakers, Performers, Artists, etc.: Any travel arrangements or reimbursements must be included within the terms of the service agreement. To complete a service agreement for a speaker, artist or performer:
1) Complete a Speaker/Artist/Performer Request packet.
2) Upload the packet and a current W9 for the provider through our Service/Guest Speaker Agreement Portal.

Local hotels are reserved and paid for using a purchase order.
Cheney: EWU has a blanket purchase order with the Cheney Holiday Inn Express.
To book a room, contact the Holiday Inn Express at 509.235.1100. You will need to provide them with your budget index and blanket order number.
Room rates must fall within the per diem limits. If the room rates exceed this amount, the balance must be paid out of Foundation funds. Room limits do not apply for Service Agreements.
Spokane: We have several agreements with hotels in Spokane.
Please contact purchasing@ewu.edu to book rooms for vendors, contractors, guest speakers and interview candidates. Please provide the following information in your email:
— Name of person(s) for booking
— Dates of hotel stay
— Preference of Hotel – Davenport Tower and Davenport Grand use State Per Diem Rates
Rooms need to remain within per diem limits as much as possible. If the cost exceeds the per diem limit, you will need to include a Lodging Exception Form with your paperwork or pay the difference using Foundation Funds.
Once purchasing obtains the information from the hotel, a PO will be created and sent to the hotel and the department contact requesting the hotel booking.

There are strict rules governing the purchase of alcohol.
Departments may only procure alcohol under a specific authorization.
If you wish to obtain alcohol for your department, please contact Dining & Catering Services at 359-6857.
For more information, see EWU Alcohol Policy.

IMPORTANT!
Departments are required to contact Procurement prior to making a financial commitment of $10,000 or more.
Orders that are $10,000 or more require a competitive bid process if ordering through a non-contracted vendor.
If you are planning a purchase of $10,000 or more, please contact Procurement as soon as you have finalized your need.

To complete a service agreement for a speaker, artist or performer:
1) Complete a Speaker/Artist/Performer Request packet.
2) Upload the packet and a current W9 for the provider through our Service/Guest Speaker Agreement Portal.

To complete an agreement for other services:
1) Complete the Contract for Services Request packet.
2) Upload the packet and a current W9 for the provider through our Service/Guest Speaker Agreement Portal.