The University is committed to paying its suppliers in the fastest and most efficient fashion possible. Below are requirements to ensure compliance with state and federal guidelines:
New suppliers must complete the online UW Supplier Registration Form and enroll for electronic payments before an invoice can be paid.
- Suppliers should bill separately for each UW Purchase Order. Invoices referencing multiple Purchase Orders are not accepted.
- Suppliers should bill the UW only for items shipped or services already provided.
- Suppliers should provide complete and accurate information. Using your company invoice, provide the following information:
- UW-issued Blanket Purchase Order (BPO) or Purchase Order (PO) number
- Shipping address
- Remit-to address
- Invoice number
- Invoice date
- UW customer contact (the person who placed the order)
- Separate line item charges and brief description for each item as listed on the Purchase Order
- Sales tax when applicable
- Clearly marked invoice total
How a supplier submits an invoice to the University of Washington depends on the type of order:
- Blanket Purchase Order (BPO) - Suppliers invoice across the Ariba Network.
- Ariba Purchase Order - Suppliers follow the instructions that came with the PO.
- Catalog Order for Supplier Enabled in Ariba - the supplier sends the invoice over the Ariba Network.
The University’s preferred method of payment is an electronic card payment program called ePayables. It is part of a campus-wide effort to reduce paper waste and decrease the amount of time to pay to our suppliers.
All new suppliers are required to enroll for the payment card during the onboarding process. All payments to suppliers will be remitted in accordance with the payment negotiated at the time of contract establishment or during supplier registration into the University system.
The UW is not tax exempt, so therefore tax must be included on all invoices unless the items ordered:
- Are indicated as being purchased for resale;
- Are indicated as being purchased for use in doctor prescribed treatment of medical patients;
- Are indicated as being delivered (shipped) directly to an out-of-state address;
- Or, are otherwise specifically exempted from sales tax by the Revised Code of Washington.
For more information, consult the tax website.
In addition to insuring that all aspects of the University’s relationships with suppliers are held to the highest ethical and professional standards, Procurement Services is also dedicated to ensuring the equality of business opportunities for small, minority and women-owned businesses through the UW Business Diversity Program.