UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

• It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
• Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
• Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
• Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.

Never ship to a home address, that is strictly forbidden. 

Set up the purchase order for the approximate US dollar amount which can be found on a currency exchange website. The wire will be converted into the current day’s exchange rate when it is sent, so the encumbered amount and the paid amount will not match exactly.

The person in your department who is set up with "authorizer" access can create access in ASTRA for any potential user. Information about how to setup access is available on the Astra - eProcurement Authorizations.

Open the vender icon listed on the home page of eProcurement (Ariba). Telephone the vendor contacts listed to confirm the product can be rushed. The vendor will be able to process the order in Ariba or the department might have to use their Procard for the rush order.

Fill the form out the ProCurement Card Application form online, print, and submit to box 351120. Note that your administrator will be contacted to substantiate the validity of the applicant and provide information on the purchasing coordinator for your department. Once approved, you will be contacted to pick up your card. More information is available on the ProCard Services "Getting Started" page.

To inquire about the status of your check, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu.

If you fear your check has been lost or stolen, please contact the Procurement Customer Service unit at 206-543-4500 or email them at pcshelp@uw.edu. They will review the situation with you and get the process started for reissue.

The front desk at 3917 University Way in the Accounting and Purchasing building is where checks can be picked up. People should only come to pick up a check after receiving a call that the check is ready. Please note, vendors are not allowed to pick up checks from Accounts Payable. Only University of Washington employees or students working for departments are allowed to pick up checks.

No, we cannot do checks in foreign currency but we can wire in foreign currency.

If the original charge was processed on an invoice by AP, please contact Procurement Customer Service at pcshelp@uw.edu. PCS will review and have AP add or reverse the use tax as needed.

If the original charge was processed through a Procard transaction, first review the transaction in Paymentnet. If the month has not yet closed, simply check or uncheck the use tax box by the transaction. If the month has closed already, please email Procard Services directly at procard@uw.edu. Provide the transaction ID, use tax amount to be added or removed, and the budget number.

Please send all requests to close purchase orders to saf@uw.edu

Invoices can be submitted by email at pcshelp@uw.edu, by campus mail at box 351130, by fax at 206-685-8018 or regular mail at 3917 University Way NE, Seattle, WA 98105.

Invoice vouchers are necessary if there are any special instructions for how to handle payment such as pickup of the check or including an attachment. They also provide the necessary approval for nonrip (over 10,000.00) invoices. They can also speed up the process of payment on any regular invoice because they provide immediate approval. Invoice vouchers must accompany registrations, license renewals and wire payments.

No. Any services by an individual or group must be paid through a purchase order. The vendor must fill out a vendor registration form if they are not currently in the vendor file.

You can only use a check request to pay travel expenses if the person being paid was also paid an honorarium. If no honorarium was paid, the travel expenses should be paid through the Travel Office.

If the refund check is sent directly to your department, simply fill out a Reverse Expenditure form  and send it with the refund check to AP at box 351130.

If it is a refund check for Procard, please send directly to at 351120 Procard to deposit.

If the refund check was sent directly to AP from the vendor, AP will deposit the check and process and JV to move the funds back to your budget. In the event the money does not show up in your budget transactions, please contact Procurement Customer Service at pcshelp@uw.edu. Please provide the check information if you have it, or the refund amount and PO number. We will assist in refunding the credit back to your budget.

In general, the person or group placing the order with the supplier (those who have contact with the supplier) should request the completion of the supplier registration. For example, if Purchasing is placing your order with the supplier, they will contact the supplier at the time they send the PO copy to get the supplier registration information. On the other hand, if the department is placing a confirming order directly, we request that they also ask for the supplier registration to be completed.

The supplier registration form is required to set up a vendor/supplier in the university vendor file. The information is required to assist 1099 tax reporting and to meet various state and federal reporting requirements.

The vendor registration form replaces the W-9. This was created to meet various state and federal reporting requirements. Unfortunately, the W-9 form does not provide all the information required for various state and federal reporting purposes.

Box 351130

Requests for archived JVs, invoices and checks can be made online.
Individuals with a UW Staff netid can access PAS invoices images through PDR

A RIP (Rapid Invoice Payment) invoice copy is a copy of an invoice received and logged into AP sent to the department contact listed on the purchase order information in PAS. The department has five business days to contact AP if the invoice should not be paid or if something is incorrect.

Accounts Payables can pay vendors via wire transfer.  This process has a fee of $25.00 for international wires and $10.00 for domestic wires. It can take up to two weeks for the wire to reach its destination depending on where that destination is. A purchase order number and appropriate banking information is needed. For more information see the Wire Payments web page. 

For an honorarium, you will need to fill out a check request form  and an Independent Contractor vs. Visiting Lecturer form.  See "Honorariums" page for more information.

If a duplicate payment on a purchase order is found, please contact Procurement Customer Service at pcshelp@uw.edu.

On the supplier registration form. If a supplier checks that Yes, they do accept credit card, they will be contacted by Procurement Services to sign them up for the ePayables credit card option. If the supplier checks No, they do not accept credit cards, then Procurement Services contacts them to sign up for ACH payments. This processed is either done by the Buyers or by Procurement Customer Service, depending on who receives the form. Departments may be contacted to provide a supplier contact name.

At this time, Canadian suppliers can sign up for PayMode (ACH payments).

PayMode does not charge a fee for the exchange rate, but the individual supplier's bank might.  

This is actually a question the vendor can take to their merchant bank. 

The vendor would be set up for merchant services with a Merchant (acquiring) Bank so they can accept credit cards.  That Merchant Bank would have provided them to set up some kind of terminal for them to accept credit card transactions (either swipe a card (in person) or key in the account number.  As we know from being consumers, there are may different kinds of terminals out there.  Their Merchant Bank would have provided them with instructions on how to key in card transactions on their terminal.  The Merchant Bank would also have already provided instructions or established some kind of process to the vendor they represent on how to transmit a payment file for settlement.  Their Merchant Bank would then deposit the card funds to the account your vendor has set up with their Merchant Bank to receive the funds. 

Recommendation:  Refer to your internal business partners who manage the merchant services for support with ow to process card transactions on the terminals and how to actually receive the funds.