ePayables

The University of Washington's recommended payment method is by payment card, also known as ePayables.

The University of Washington has partnered with Bank of America to offer a card payment program, called ePayables, to the University’s suppliers.  This is the University’s preferred method of payment and is part of a campus-wide effort to reduce paper waste and decrease the amount of time to pay to our suppliers.

With ePayables, we will continue our current payment terms and conditions. However, once an invoice is approved for payment an electronic remittance advice will be sent to the supplier by email or fax, instead of a check. The remittance advice will include statement-type information such as invoice numbers, dates and amounts for invoices. Payments can be retrieved with UW's designated account number that will be assigned to the supplier. The current procedures for invoicing, as well as any UW contacts, remain the same.

Signing Up is Simple:

All new suppliers are required to register for the payment card by contacting Card Services by phone at 206-543-7171. Once registered, the suppliers will be contacted by a payment card administrator with a card number. They can assist with any questions you may have about the payment card process.

 

 What are the advantages of ePayables?
  • Reduced exposure to check fraud
  • Expedited receipt of cash -- funds are typically deposited within 48 hours of the transaction
  • Time saving -- fewer calls for lost or misplaced checks
  • Cost savings -- no check processing costs, no collection costs associated with lost or misplaced checks
  • Fewer errors -- remittance data transmitted with payment for more efficient back-end reconciliation
  • Sustainability -- fewer check stock to purchase

 

Frequently Asked Questions from the Suppliers:
Why do I have to keep the card number on file?
Through the ePayables program, keeping a card on file is completely safe. The card account is given a balance of $0 until an invoice has been approved for payment. Once it is approved, the card will be funded with the exact amount due and you will receive electronic confirmation that the card is ready to be charged. This technology makes keeping a card on file completely safe.
My company does not have the ability to process and accept payment via ePayables. What can I do?
Contact Procurement Customer Service at the University of Washington by email or phone at 206-543-4500.
Can't you just continue sending us checks?
This is part of an effort to reduce checks to eliminate paper waste and inefficiencies. This will also decrease the time it takes to complete payment. Many suppliers are already on this process and finding it more convenient than manually handling a check.
Are there any fees associated with this?
The University of Washington will not impose any direct fees as a part of this new process. Payments will be processed as credit card transactions, so your standard merchant fees will apply.
It should also be noted that the University of Washington does not accept miscellaneous fees or charges which are not included in the supplier's quote, proposal or contract with the University, including but not limited to merchant bank fees, in accordance with the UW Terms & Conditions.
We have several people who process payments, so I don't want to give you just one person's email address.
The payment advice can be sent to more than one person if you wish. Some suppliers also establish a general email alias that will forward the remittance to several people in your organization.
Will I receive payment for all of our company locations?

If you currently receive one check for multiple locations, you will maintain one card number on file, and the remittance will identify the appropriate location by invoice number, date and amount. If a separate check is sent to each remit-to address, a unique card number will be assigned for each location.

Can you also send the remittance advice via fax?

The remittance can be sent either to multiple email addresses or faxed to one number, but not both.

Frequently Asked Questions from the Departments:
What is the current process for enrolling suppliers in ePayables?
Suppliers can register through the Supplier Registration Form (SuRF). If a supplier checks that Yes, they do accept credit cards, they will be contacted by Procurement Services to sign them up for the ePayables payment card.
Will my supplier's net terms change? How soon will they get paid?
The terms will remain the same. If a supplier is enrolled in ePayables, funds are typically deposited within 48 hours after processing the transaction.

 

 

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