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During dual biennium processing, Ariba transactions for old and new biennium are viewable each day in the financial system. FAS processes transactions for one biennium per night. Those transactions are viewable in MyFD and the FIN driver on the following days:

FAS Accounting Months

  • Month 24 = Old biennium transactions processed in June
  • Month 25 = Old biennium transactions processed in July
  • Month 01 = July transactions - first month of the new biennium
  • Month 02 = August transactions

We do not have a EURO Zone Bank Account only US Base Bank Account therefore we do not have IBAN.

Check the Supplier Search Report in the Procurement Desktop Reports to determine if the supplier is registered in the vendor database. 

Revolving fund accounts assignments to full-time UW employees who need to pay research subjects by check for long-term studies.

No. Effective 11/1/2013, equipment purchases are not allowed using the Non-PO Invoice or eReimbursement modules of Ariba. M&E object codes will still be visible in these modules, but they should not be selected. If M&E codes are used, the transaction will be rejected to the department. Eventually, the M&E codes will be completely removed from these two modules of Ariba to eliminate confusion.

No, you may ABSOLUTELY NOT use this account to reimburse expenditures for your department. This account is only to be utilize to pay research subjects.

Not at this time. This button is not fully functional and will generate an error if a user tries to submit anything. Please do not attempt to use it.

The only deposits that made are replenishment deposits make by the Revolving Funds department for the reimbursement request submitted monthly. Departments cannot make their own deposits unless the Revolving Funds Department produces a check for deposit.

You may use the UW Travel Card only for expenses related to the following official UW business while on travel status:

  • UW business related travel expenses such as airfare, lodging, meals, registration, car rental, ground transportation and miscellaneous travel expenses. 
  • Meals associated with hosting and entertaining, however a ProCard is the preferred method for these types of purchases. (Reimbursement is based on department approval and funding source.) 
  • UW business related expenses such as photocopying and faxing however a ProCard is the preferred method for these types of purchases.

In addition, you may use the UW Travel Card for non-reimbursable expenses where it is not practical for a merchant to separate the non-reimbursable charges onto a different bill (e.g., in-room movie or mini-bar charges).

The account should be reconciled monthly. Reconciliation not performed within 90 days, the account will be terminated.

It is strictly against state regulations to use UW Travel Card for personal expenses at any time, which would include any expense other than an expense authorized in this Policy.
Using the UW Travel Card for personal use is a violation of the Washington State Ethics Act and will result in the immediate cancellation of the card.

A check becomes staledate if the check is outstanding for more than 6 months. When the check becomes staledate, state law requires that the funds become unclaimed property to the state. The funds are property of the research subject and the funds DOES NOT return to the department.

Voided checks only occur when the check are written in error.

Cancelling a check only occur when the check is lost.

You must pay the full balance on the card by the next billing statement.

The UW Travel Card is issued by JPMorgan Chase directly to the user. As such, it is governed by a contract that is solely between JPMorgan Chase and the cardholder. Cardholders are personally responsible for paying all charges on the UW Travel Card.

The contract between the cardholder and the bank requires full payment of the balance by the next billing statement, and if the cardholder fails to do so, late fees begin to incur at 60 days past due and the card is suspended.

Upon receipt of complete and proper documentation, the UW Travel Office reimburses official UW travel expenses in a timely manner through the online eTravel system. As a condition of accepting reimbursement from the UW, cardholders agree to use all of the reimbursement money to pay the charges in full on the UW Travel Card.

If there is a balance on the UW Travel Card, and the reimbursement money is not used to pay the balance in full, the cardholder will be subject to corrective actions for violating the terms of this policy, and will be subject to proceedings under the State Ethics Act. Using travel reimbursements for anything other than paying the corresponding travel charges constitutes fraud and will lead to corrective actions which may also include dismissal.

The contract between the cardholder and JPMorgan Chase permits communication between the bank and UW about the status of payments to the bank, including when cardholders do not honor the obligation to pay the statement balance in full by the due date. If the UW receives notice that a statement balance has not been paid in full by the due date, UW Corporate Travel Services will contact the cardholder and the department administrator to facilitate payment. 

Email revfund@uw.edu to place orders for checks.

  • An account becomes 60/90 days past due. 
  • Two (2) dishonored checks issued to JPMorgan Chase or reversal of two electronic payments routed to the bank. 
  • An account is repeatedly delinquent. 
  • Travel reimbursement is not used to pay all corresponding charges on the account. 
  • Using the card for personal charges. 
  • Individual is no longer on the University payroll (e.g. resignation, leave of absence without pay, etc.). 
  • Eighteen months with no account activity. 
  • Failure to comply with UW and State of Washington travel regulations.

If your account is terminated for delinquency, non-payments, improper use of reimbursements, or using the card for personal charges, the account cannot be reinstated.

No, the account does not allow ATM/Debit Cards.

Cardholders must make sure the outstanding balance is paid in full to the bank and the card is turned in to the department upon separation. Any remaining default is to be charged to the University, the department will then be responsible for any remaining default owed.

The account only allows checks as a form of payment. If the research subject requires electronic payment, please utilize other payment options with Accounts Payable.

If a new UW debit card needs to be ordered on a field advance request, it takes up to 5-7 business days to arrive.  When the debit card is received, you will be able to pick the card up at our office or we can send via campus mail.  

Funds will be loaded on the card once the card has been activated by the cardholder.  Email fieldadv@uw.edu to let us know you have activated the card.

All documents related to the UW Travel Card may be fully disclosed as a public record to the extent provided for by the Public Disclosure Laws.

NOTE: Charges for personal travel are not allowed on an Individual Travel Card.

Adding personal time/travel with a business trip is allowable only when all of the following conditions exist:

  • The primary purpose of trip is official UW business
  • Approved leave is used during personal portion
  • UW does not incur any extra expenses beyond what it would normally incur

Click the Read More... link to review the Travel Office policies and guidelines for combining personal time/travel with a business trip.

If a new card is ordered on a field advance request, it takes up to 5-7 business days to arrive.We will notify the custodian and cardholder when we receive the Western Union debit card.The card will be available for pick up at our office or we can send via campus mail.

Once the card is received the by cardholder, the field advance desk must be notified by email at fieldadv@uw.edu so it can be activated and loaded with funds.

Yes, a field advance can be requested on behalf of a student or faculty member.  The custodian must be a permanent UW employee and not have any past due field advances.

To add a file with no additional spend down:

  • Log on to your field advance dashboard
  • Click on the pencil icon under "Edit SpendDowns"
  • Click on "Create New SpendDown" Under the "SpendDowns" tab
  • Attach your file
  • Type, "0.00" under "SpendDown Amount in US Dollars"
  • Click "Save"
  • The "In Process" yellow tab will expand and if there are no additional spend downs, click "Submit" under "Submit for Approval"

Please log in to the field advance dashboard to review the status of a field advance you have requested or approved. Check the appropriate box in the left-hand corner of the screen to view the field advances on the dashboard.

To determine the status, locate “Status Description” on the dashboard.  Below it defines what each status represents:

In Process – The request has not been submitted for departmental approval; the custodian can still edit the request

Departmental Approval Required – The request is pending departmental approval; the custodian should contact the approver to approve the request

Central Office Approval and Processing – The field advance desk received request and it is pending their review

Waiting Funding – The field advance desk has approved the request and the funding is in pending/in progress

Current – Field advance processed and funded