How to Pay

Topics Covered Below:


Methods of Paying

Payments to Individuals

Used to pay individuals for honoraria, royalties, awards / prizes, non-UW scholarships, services, associated expenses, and performers. Payments over the direct buy limit will have a Procurement Services buyer added to the approval flow.

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Non-PO Invoice

Used to pay for purchases up to the direct buy limit when a PO is not required. Subject to the exceptions listed on the Small Dollar Purchases in PAS page.

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eReimbursements

Used to reimburse UW employees for business-related expenses. Not for travel reimbursements.

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PAS Purchase Order Invoices

Used to pay suppliers against PAS Purchase Orders. Invoices are submitted to Accounts Payable by emailing rip@uw.edu.

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Wire Transfers

Used to pay some foreign supplier invoices when wire payment was negotiated at the time the PAS purchase order was placed. A wire transfer fee will be charged to the department's budget.

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ProCard

Used to pay invoices on purchases up to $3500 (including tax and shipping). Cannot be used for travel or other select suppliers.

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What UW Departments Need to Know

 

Ariba Module Comparison

A chart that compares the different Ariba modules and when to use them. Includes a downloadable Quick Reference guide.

(click the picture to view)

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Credits

Credit memos may be issued by the supplier for returned or damaged goods, overpayments, or amended invoices. Credit memos are processed against the original invoice and should post to the original budget. Note that credits are processed differently in Ariba than PAS purchase orders.

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Direct Buy Limit

The "direct buy limit" is the dollar limitation set by state law under which purchases may be made without securing competitive pricing, with some exceptions.

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ePayables

ePayables is the UW's recommended method for suppliers to receive their funds when a payment is made using Ariba or PAS Purchase Orders. This payment program is offered to suppliers at the time they register with the university and is a method suppliers use to retrieve their payment.

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Foreign Nationals

Federal law limits what payments can be made to a foreign national by type of visa the person holds. Additionally, the UW is liable for any tax not withheld on payments and the associated fines and penalties. It is critical that departments paying foreign nationals understand the department responsibilities and forms required for any payments.

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Moving Expenses

New and transferred employee household moves and associated travel expenses are governed by the UW and State of Washington policies and regulations. The Lump Sum Moving Allowance is a UW preferred option to facilitate paying an employee for expenses associated with a move to the University.

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Payment Terms

Standard payment terms for the UW are 30 days from the date of receipt of a properly completed invoice or the goods, whichever is later.

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Refunds

Refunds may be payable to the UW or from the UW to a supplier, typically for over payments, duplicate payments, or payments received in error. Refunds are processed differently by refund type.

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Research Subjects

For payments to human subjects for participating in a research study. Payments can be made using Revolving Funds, Field Advances, or Gift Cards and are tax reportable if they total $600 or more annually. It is the department's responsibility to keep records of all research subject payments.

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Sales / Use Tax

The Sales / Use Tax page discusses the difference between Sales and Use tax, links to the Taxability and Suggested Object Code grid, and instructions for correcting use tax charges.

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Supplier Registration

Supplier registration is required as a prerequisite for doing business with the University of Washington. All new suppliers not currently in the vendor database must fill out the online supplier registration form. Additionally, suppliers who previously registered and are in the vendor database may at times need to update their information using the supplier registration form.

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