Focus on Employees

Purchasing Goods

Choose a Procurement Process

Make the purchase using one of the following options.

Employee Reimbursement Voucher - under $100.00 (including all taxes and shipping), with receipt.

An employee may make the purchase following their agency's procedures, and then fill out an employee reimbursement voucher. Attach the receipt from the store and the Approval Letter, and code the voucher to 53833 HEALTHY WORKPLACE CHARGES. This advises Accounts Payable that it is an approved Healthy Workplace Finding Initiative request. Then follow existing department approval requirements, and forward the voucher and attachments to Accounts Payable.
Direct Voucher (ARMS) / Limited Purchase Order (IBIS) – up to $2,499.99 (including all taxes and shipping), per Department, per vendor, per 12-month cycle, and must be a non-capital expense. For an ARMS direct voucher form, see your departmental Accounts Payable personnel. Follow this link to download a IBIS limited purchase order form, or complete an online Oracle requistition.

If the incentive requires a purchase over $100.00 but no more than $2,499.99, and the vendor is agreeable to payment by a direct voucher (ARMS) or limited purchase order (IBIS) from Accounts Payable, make the purchase and fill out the appropriate form. Attach the invoice from the vendor and the Approval Letter, and code the direct voucher/limited purchase order to 53833 HEALTHY WORKPLACE CHARGES. This advises Accounts Payable that it is an approved Healthy Workplace Finding Initiative request. Then follow existing department approval requirements, and forward the direct voucher/limited purchase order and attachments to Accounts Payable.

P-Card purchases – Cost centers in King County agencies (OIRM, Transit, FBOD, and WLR) which have been issued procurement cards (P-Cards) for purchases under $2,500 may use these to purchase HWFI equipment, materials and consumables. The following instructions have been issued to procurement cardholders:
Healthy Workplace Funding Initiative Purchases:
Cardholders should verify that the Account Expenditure Code, 53833 Healthy Workplace Charges, is applied to all Healthy Workplace Funding Initiative transactions on the Transaction Detail Record screen.
The following information should also be entered in the Transaction Detail field:
1. a complete and accurate description of the item or services purchased, the name of the person requesting the purchase, and
2. the date of the Approval Letter received by Dave Lawson, the Healthy Workplace Funding Initiative Steering Committee
3. the number of your Approval Letter (found in the upper right corner of the letter)
A copy of the Approval Letter authorizing each year’s purchases should be held by the P-Card Coordinator for the department or division.
Three-Quote Process – ($2,500 to $25,000) Follow the process and procedures set out in the Quick Start Guide. (tasks #1-7 on page 11). The guide is on the Intranet. If you do not have access to the intranet, call Procurement at 206-263-9400 and request a guide be sent to you. If you are on an Oracle based system put the results of your 3 quotes into the notes in the requisition to document the quote process. Please charge expenditure account 53833.

Some vendors have an established county-wide contract for merchandise or goods.

Next – Identify a Vendor

Back to Purchasing

Focus on Employees Benefits and Retirement Healthy Incentives HRI Toolkit Flu Shot Program Live Well Challenge Eat Smart Weight Watchers At Work Move More Activity Center Gym Discount Program Quit Tobacco Stress Less Prescriptions - Choose Generics Healthy Workplace Funding Initiative Managers My EAP My Transportation Focus on Employees E-mail us or contact us at: 516 Third Ave. Seattle, WA 98104	KING COUNTY HOME \| NEWS \| SERVICES \| DIRECTORY \| CONTACT Focus on Employees News and information for King County employees and their families You're in: Focus on Employees print Focus on Employees Purchasing Goods Choose a Procurement Process Make the purchase using one of the following options. Employee Reimbursement Voucher - under $100.00 (including all taxes and shipping), with receipt. An employee may make the purchase following their agency's procedures, and then fill out an employee reimbursement voucher. Attach the receipt from the store and the Approval Letter, and code the voucher to 53833 HEALTHY WORKPLACE CHARGES. This advises Accounts Payable that it is an approved Healthy Workplace Finding Initiative request. Then follow existing department approval requirements, and forward the voucher and attachments to Accounts Payable. Direct Voucher (ARMS) / Limited Purchase Order (IBIS) – up to $2,499.99 (including all taxes and shipping), per Department, per vendor, per 12-month cycle, and must be a non-capital expense. For an ARMS direct voucher form, see your departmental Accounts Payable personnel. Follow this link to download a IBIS limited purchase order form, or complete an online Oracle requistition. If the incentive requires a purchase over $100.00 but no more than $2,499.99, and the vendor is agreeable to payment by a direct voucher (ARMS) or limited purchase order (IBIS) from Accounts Payable, make the purchase and fill out the appropriate form. Attach the invoice from the vendor and the Approval Letter, and code the direct voucher/limited purchase order to 53833 HEALTHY WORKPLACE CHARGES. This advises Accounts Payable that it is an approved Healthy Workplace Finding Initiative request. Then follow existing department approval requirements, and forward the direct voucher/limited purchase order and attachments to Accounts Payable. P-Card purchases – Cost centers in King County agencies (OIRM, Transit, FBOD, and WLR) which have been issued procurement cards (P-Cards) for purchases under $2,500 may use these to purchase HWFI equipment, materials and consumables. The following instructions have been issued to procurement cardholders: *Healthy Workplace Funding Initiative Purchases:* Cardholders should verify that the Account Expenditure Code, 53833 Healthy Workplace Charges, is applied to all Healthy Workplace Funding Initiative transactions on the Transaction Detail Record screen. The following information should also be entered in the Transaction Detail field: a complete and accurate description of the item or services purchased, the name of the person requesting the purchase, and the date of the Approval Letter received by Dave Lawson, the Healthy Workplace Funding Initiative Steering Committee the number of your Approval Letter (found in the upper right corner of the letter) A copy of the Approval Letter authorizing each year’s purchases should be held by the P-Card Coordinator for the department or division. Three-Quote Process – ($2,500 to $25,000) Follow the process and procedures set out in the Quick Start Guide. (tasks #1-7 on page 11). The guide is on the Intranet. If you do not have access to the intranet, call Procurement at 206-263-9400 and request a guide be sent to you. If you are on an Oracle based system put the results of your 3 quotes into the notes in the requisition to document the quote process. Please charge expenditure account 53833. Some vendors have an established county-wide contract for merchandise or goods. Next – Identify a Vendor Back to Purchasing Overview & Steps Guidelines Categories Engaging Employees Application Purchasing Goods (equipment, etc.) Services (classes) Feedback Contacts HWFI Home
	To top
	Updated: Feb. 1, 2008