What You Need
University of Washington/Electrical Engineering
Program Staff Contact InformationJudy Petersen, EE21lPhone:
What You Need / How / Notes/Form (if needed)Access to Building/Lab / Authorized by either Faculty or Program Staff / Complete key access form – you may get one from the Main EE Admin Front Desk or from Program Staff. To have access to the lab you must be a registered student with a RA/TA appointment, or on a paid internship and be a registered student Undergraduate students must be registered in Independent Research Study 399/499. No volunteers allowed in the lab without EE Chair’s authorization.
Car Rentals / Must be in ‘travel status’ to be authorized for car rental. Review ‘Travel Status” below. You are encouraged to use the State Authorized Car Rental Contractor. Go to
Conference Registration / Email Authorization Faculty, copying Program Staff plus completion of Travel Request form after authorized / KNOW YOUR TRAVEL RESPONSIBILITIES GO TO TRAVEL URL:
Program Staff can pay by Procard VISA if taken by conference sponsor. If registration is on-line send URL to Program Staff. By fax form, complete the form and bring to Program Staff. By check this will take 10 working days for the UW to send to conference sponsor so plan ahead. You may pay for the registration yourself but will need to provide receipt to Program Staff , a Travel Expense Voucher (TEV) will be prepared by Program Staff for your signature. This will take approximately 10 working days before a check arrives reimbursing you. NOTE: for final travel reimbursement process Program Staff will need a copy of the Conference agenda/schedule, required by UW Travel Policy.
Contact Information / User / After or if you change offices contact your Program Staff Member to update your room number, office sign (if applicable) and phone number.
Copy Card - library / Email Authorization Faculty, copying Program Staff / Program Staff will order/pick up from Publication Services. Need to know amount to put on card $10.00, $20.00 or $30.00.
Copying - color / Contact Program Staff / Program Staff can input copy code number into department copiers for colored copying jobs, you will need to arrange to meet with Program Staff to get the appropriate copy code number inputted into copier.
Copying – large project / Contact Program Staff / Program Staff can input copy code number into department copiers for large copying jobs, you will need to arrange to meet with Program Staff to get the appropriate copy code number inputted into copier.
EEIC Undergraduate Assistantships / Look for email announcements send by Faculty/Director or Program Staff / Go to:
Currently, $1,500 per quarter. Quarterly application process.
Equipment – cannibalization / Faculty or Program Staff authorization / Under no circumstances should a piece of equipment (tagged and inventoried) be parted out (cannibalized) without the completion of UW Surplus form 1024. It is essential that the destruction of a piece of equipment to create a new piece of workable equipment be documented accurately and reported in a timely fashion to the Program Staff, EE Facilities Manager and the UW’s Equipment Inventory Office.
Equipment – fabrication / User / Certain items purchased as supplies are intended for be used in the fabrication of a piece of equipment. Due to UW rules and regulations these items must be identified for budget fabrication/equipment purposes. On the paperwork (PO, email authorization) if the items you are requesting to purchase will be used to fabricate equipment note the word ‘fabrication’ on any correspondence regarding these items. Your Faculty Advisor will know if you are working on a fabricated project so ask if not sure.
Equipment – loaned / User / If you acquire a piece of equipment as loaned by an outside UW entity it is required that a memo of understanding be on file. The loaner of equipment needs to issue a statement including the value of the item being loaned, dates to be loaned and takes responsibility for liability insurance during its stay at the UW.
Equipment Inventory / Program Staff / Equipment purchased for $2,000 or more MUST be inventoried tagged prior to its use. Contact your Program Staff Member to tag the item and get pertinent information needed for UW Inventory System (OASIS). If item needs to be insured Faculty Authorization is required.
Fabrication - equipment / User / Certain items purchased as supplies are intended for be used in the fabrication of a piece of equipment. Due to UW rules and regulations these items must be identified for budget fabrication/equipment purposes. On the paperwork (PO, email authorization) if the items you are requesting to purchase are to be used to fabricate a piece of equipment note the word ‘fabrication’ on any correspondence regarding these items. Your Faculty Advisor will know if you are working on a fabricated project so ask if not sure.
Facility – Emergency / User / Contact EE Facilities Management immediately or dial 9-911 if needed.
Hobbs, Steve
Facilities Manager
end e-mail to Steve
206-221-6813 / AE124D PAC
If no reply from Steve contact EE Front Desk at 221-5270.
Facility – Non-emergent / User / If you notice a facility malfunction (lights out, elevator not working, etc.) contact:
Hobbs, Steve
Facilities Manager
end e-mail to Steve
206-221-6813 / AE124D PAC
Faxing / Program Staff Member / Contact your Program Staff if you need an item faxed to an on-campus facility, local or long distance. Complete the EE Fax Cover Sheet and turn documents to be faxed to Program Staff. NOTE: faxing is in regards to UW business (work related only), you are not to use UW fax equipment for the faxing of personal items/projects (this includes applications to graduate schools, real estate/medical insurance quotes, etc.)
Fed Express / Email Authorization Faculty, copying Program Staff / Need: name, company, address, phone number of who sending to package to. If Priority Overnight request in the email to Faculty for authorization otherwise goes standard shipping. Package up the item and bring to EE211 Program Staff office. Fed Ex goes out daily from EE Admin at 3:00pm, need package and sending information no later than 2:00pm if sending out same day as request authorization.
Graduating – Notification / User / Upon completion of your degree requirements and if you are anticipating graduating at the end of your currently enrolled quarter contact your Program Staff to receive departing contact information, review of ‘clean’ office space area and turning in of physical keys. Yes, YOU are responsible for cleaning up your office area prior to departing from the UW.
Grainger Power Energy Scholarships / Look for email announcements send by Faculty/Director or Grainger Administrator / Go to:
Currently $2,000 per quarter. Quarterly application process.
Grainger Power Energy Fellowships / Look for email announcements send by Faculty/Director or Grainger Administrator / Go to:
Currently $8,500 a quarter, $25,500 for academic year. Application process for upcoming academic year approximately mid-December/first of January (after EE Graduate application deadline) with final selection is in mid-February. Acceptance of fellowship award deadline is April 15.
International Student Services / International Students / Know your rights, rules and responsibilities as an International Student. For further detailed information go to:
International Students – traveling out of country / International Students / Contact the EE Graduate Advisor for generation of memo needed to travel outside the United States.
Keys / Authorized by either Faculty or Program Staff / Complete key access form – you may get one from the Main EE Admin Front Desk or from Program Staff.
Laboratory Safety Training / Lab Manager / Prior to working in a research lab you must coordinate with the Lab Manager to complete required EHS laboratory training safety courses. If required course(s) are not taken in timely fashion you may have your access to the laboratory denied.
Library – Journals / User / Publication/journals are available in the 215F-L suite area for your use. Do not keep in your office after using but place back in the appropriate shelving area for others to access.
Long Distance Phone Call / Contact Program Staff / Must be for UW business, contact Program Staff who must enter UWATTS code for the call to go through. Your Faculty Advisor also has an UWATTS code.
Mailing Off Campus / Contact Program Staff / Budget Bar Code labels held by Program Staff, label is to be placed ½ inch under return address, ½ inch from side of envelope.
Office Location / Faculty assigns office space location - notify Program Staff once assigned / Program Staff can assist in setting up office with supplies. Printer, computer needs should be addressed to Faculty. Personal equipment – computer, printer, refrigerator, coffee makers, fans, radio must have a label placed on the item with PERSONAL PROPERTY of name and phone number. If you still have the receipt should also copy and attach to the item so there is no question it is yours notthe property of the UW.
Office Supplies / Contact Program Staff / Send email with items needed. Program Staff maintains extra supplies in Room 211. Down in Main EE Admin Front Desk area additional supplies are maintained. If you cannot find what you are needing Program Staff will order and contact you upon arrival of item. DO NOT PURCHASE YOUR OWN OFFICE SUPPLIES AND BE EXPECTED TO BE REIMBURSED.
Paper Supply / Email Program Staff / See also – Purchasing Office Supplies. Ordered on a regular basis by Program Staff. Additional reams are always available in EE211.
Pay Check – Direct Deposit / Employee / Received twice monthly – 10th and 25th. NOTE: if payday falls on a Saturday then you receive you pay the Friday before, for paydays falling on Sunday you receive it the following Monday.
Perjury Statement / User / If you loose a receipt complete a Perjury Statement form to receive reimbursement.
Personal Property / User / If you bring personal property to your UW workspace it is required that you identify this item by placing a label or have a copy of the receipt attached to the item. Caution: this is for your protection, if not identified as yours the UW may retain.
Put the following information:
Personal Property of:
Name
Location
Phone and or/email address
Date
Poster Production / Email Authorization Faculty, copying Program Staff / To be produced on campus facility, HS Academic Facilities and Services. Go to:
Once authorized by Faculty the Program Staff needs to be contacted so that you receive a valid budget number which must be given at the order desk. Failure to acquire pre-authorization may lead to your own out-of-pocket expenses. Do NOT go the Kinkos or other like businesses and expect to be reimbursed, limited exceptions may be made by Faculty Advisor.
Printing - color / Contact Program Staff / Send file to be printed in color to Program Staff via email attachment. Program Staff will contact you once printing job has been completed. Plan ahead this can not be completed on demand but must be fit into Program Staff’s work assignments.
Purchasing – Equipment / Email Authorization Faculty, copying Program Staff / Complete Purchase Order (PO) form, review with Faculty for authorization and signature approval. Note: priority overnight shipping must be authorized on the PO or standard shipping will apply. Once authorized put the PO in Program Staff’s inbox in the 215F-L suite area. Orders can be placed either by on-line, phone or fax using VISA Procard. Upon receipt of the item the Program Staff will contact you via email to pick up. NOTE: if you receive an item directly (not encouraged) put on the receipt/packing slip the date, your signature and the words ‘received or recvd’ and turn into Program Staff. If equipment is over $2,000 (limit includes tax and shipping) this item must be purchased using State law/ regulations. A ‘sole source justification’ statement must be prepared to submit to UW Purchasing. Go to:
Plan ahead when ordering equipment as it may take up to 10 extra working days to get ordered by UW Purchasing. Any equipment purchased over $2,000 MUST BE INVENTORY TAGGED – no exceptions. You may NOT receive any equipment directly as the Program Staff needs to process equipment inventory tagging prior to use.
Purchasing – Food / Email Authorization Faculty, copying Program Staff / Food/meal purchases utilize budgets approved for such specific purchases. It is essential that you receive Faculty authorization prior to purchasing any food item. If purchasing food for research a statement must be attached to the PO form indicating what ‘research’ project and why the purchase of a food item is required for this research.
Purchasing – Lab Supplies / Email Authorization Faculty, copying Program Staff / Complete Purchase Order (PO) form, review with Faculty for authorization and signature approval. Note: priority overnight shipping must be authorized on the PO or standard shipping will apply. Once authorized put the PO in Program Staff’s inbox in the 215F-L suite area. Order will be placed by on-line, phone or fax with VISA Procard. Upon receipt of the item ordered Program Staff will contact youvia email to pick up. NOTE: if you receive an item directly (not encouraged) put on the receipt/packing slip the date, your signature and the words ‘received or recvd’ and turn into Program Staff Member.
Purchasing – Petty Cash / Authorization by Faculty on Petty Cash form. / NOTE: only to be used minimally. See Purchasing – office supplies, food, lab supplies equipment, etc. There are more efficient and cost effective processes to purchase items needed, particular ordering via Program Staff’s VISA Procard. Petty Cash may take up to one month for reimbursement via EE Department’s account. Complete Petty Cash form and receive Faculty authorization, turn into Program Staff.
Purchasing – Receiving of item / User / Upon receipt of a purchased item on the package slip sign your name, date and the words ‘received or rcvd’ and turn into Program Staff. Note: this is a UW regulation and the packing slip is required to be attached to the purchasing documentation and needed for budget validation.
Purchasing – UW Surplus / Email Authorization Faculty, copying Program Staff / Purchasing items from an on-campus facility - UW Surplus - must be authorized prior to purchase by the Faculty Advisor. The UW facility will need a budget number which may change depending on the project you are working on so always re-check with your Faculty or Program Staff to ensure you have the correct budget. A copy of the work order/expense receipt if given at time of purchase must be turned into the Program Staff.
Purchasing On Campus Stores/Services / Email Authorization Faculty, copying Program Staff / Purchasing items from an on-campus facility (for example Chemistry Stores, Lock Shop, UW Surplus, Library Copy Cards, etc.) must be authorized prior to purchase by the Faculty Advisor. The UW facility will need a budget number which may change depending on the project you are working on so always re-check with your Faculty or Program Staff to ensure you have the correct budget. A copy of the work order/expense receipt if given at time of service must be turned into the Program Staff.
RA/TA Appointments / Graduate Students / Your Program Staff works with your Faculty Advisor for your quarterly payroll appointment. Know your rights and responsibilities go to:
Room Reservations / User / Made on-line at EE Calendar website. Go to
NOTE: respect the use of these facilities as the entire EE community utilizes these spaces.
Sole Source Justification / Purchase Requestor / Required by State Law a ‘sole source justification’ is needed for the purchasing of any item costing $2,000 or more (total includes tax and shipping). A ‘sole source justification’ statement must be prepared to submit to UW Purchasing. Go to:
Surplus / Contact Program Staff / When an item/supplies are no longer in working condition, not needed for future projects, too old to use they may be surplused via UW Surplus. Complete a UW Surplus form and turn into Program Staff with a post-it attached indicating the exact location of the item. NOTE: UW property you believe is being surplused IS NOT allowed to be taken and used be yourself or others as personal property.
Surplus Equipment / Email Authorization Faculty, copying Program Staff / When wanting to get rid of supplies/equipment purchased with UW funds it is required by State Law that UW Surplus process the removal of such items. YOU MAY NOT TAKE ANY ITEM PURCHASED WITH UW FUNDS HOME FOR YOUR OWN PERSONAL USE. Contact the Program Staff for completion of UW Surplus form. If you want to purchase an item from UW Surplus pre-authorization from your Faculty Advisor is required. A budget number will be given to you, the receipt paperwork when purchasing from UW Surplus must be turned into the Program Staff.
Toners – Recycling / User / Used toners should be placed in the container box used to replace the old one. Tape the box and print on the top “Recycle” and place the recycled toner box on the first floor hallway just outside the EE stores/computing lab area. Note: down to one toner contact Program Staff to order another one.
Travel / Email Authorization Faculty, copying Program Staff plus completion of Travel Request form after authorized / KNOW YOUR TRAVEL RESPONSIBILITIES GO TO TRAVEL URL:
Or ask your Program Staff. PLAN AHEAD – last minute travel usually means paying more for tickets, hotel etc. Complete the travel request form for processing of travel reimbursements as this form assists Staff in processing the TEV (Travel Expense Voucher). Keep all receipts (except food/meals) to turn into for reimbursement. It will take approximately 10 working days before a check arrives paying you for your travel expenses.
Travel – air tickets / Email Authorization Faculty, copying Program Staff plus completion of Travel Request form after authorized / KNOW YOUR TRAVEL RESPONSIBILITIES GO TO TRAVEL URL:
If you want the UW to pay for this on the department’s
Corporate Travel VISA account - in the email state purpose of travel (that is, to attend IEEE PES General Meeting, dates/location of conference). In the email also state date/approximate time you want to depart from Sea-Tac airport and the date/approximate time you want to depart from city returning from. Program Staff will contact State Contract Travel Agent (required - UW Travel policy) with your schedule, forward itinerary to you for review and OK to book. E-ticket will be sent to you via email from Program Staff. Keep this itinerary as it is needed for final travel reimbursement. Personal time wanted during UW travel? You will need to work with Program Staff and could be responsible for portion of ticket which can be reimbursed back to the UW. Any travel tickets booked on-line by individual CANNOT be reimbursed until after your return from your trip. Note that there are state air fare contracts by cities and there is a maximum limit you may be reimbursed for only, contact Program Staff if you want that $$ limit.
Travel – Car Rental / Traveler / Must be in ‘travel status’ to be authorized for car rental. Review ‘Travel Status” below. You are encouraged to use the State Authorized Car Rental Contractor. Go to
Travel – Hotel / Traveler / KNOW YOUR TRAVEL RESPONSIBILITIES GO TO TRAVEL URL:
It is up to the individual staff member to make there own hotel reservations when traveling on UW business. If sharing a room clearly state that on the completed Travel Request form. It is best to ask the hotel for TWO separate receipts but you may be reimbursed if you pay for another student’s lodging just clearly note it on the hotel receipt and Travel Request form.
Travel – mileage reimbursement / Email Authorization Faculty, copying Program Staff / KNOW YOUR TRAVEL RESPONSIBILITIES GO TO TRAVEL URL:
Mileage reimbursement - provide detailed street address to/from points of travel for Program Staff to input into MapQuest or complete a detailed mileage log form and turn in for processing.
Travel – Personal Time / Traveler (must have pre-authorization by your Faculty) / If you are attempting to tag on some personal time when traveling on UW business to a meeting, workshop or conference contact your Program Staff as certain rules/regulations limit how much you may be reimbursed (that is, you may have additional out of pocket expenses not reimbursable). Personal time added onto UW Travel must be pre-authorized by Faculty Advisor.
Travel Reimbursement / Meet with Program Staff to go over travel receipts, per diem for meals, etc. / Program Staff will complete a Travel Expense Voucher (TEV) for your review and signature. A check will be reimbursed approximately 10 working days from turn in of all receipts. NOTE: receipts under $50.00 not required but assist in processing. No receipts are needed for meals. For final travel reimbursement process Program Staff will need a copy of the Conference agenda/schedule, required by UW Travel Policy. If wanting mileage reimbursement to/from Sea-Tac you must provide home address for MapQuest input.
Travel Status / Traveler / To be placed in official ‘travel status’ to be eligible for any travel expenses one must be at least ‘50 miles’ from the Seattle Metro area. Exception: mileage reimbursement for transporting VIP guests, need to maintain mileage log form to be reimbursed.
Volunteers – in the Lab / Authorization from EE Chair / Volunteers generally are NOT allowed is UW Labs. Exceptions may only be authorized by the Chair of the EE Department.
Prepared by: Judy Petersen, Program Operations SpecialistDate: October 2005