Getting Paid

Invoices

An invoice from a supplier is a commercial document issued by a seller to the buyer indicating the products, quantities and agreed prices for products or services a seller has provided. New suppliers must complete the online UW Supplier Registration Form and enroll for electronic payments before an invoice can be paid. For more information regarding invoice requirements, please see the Invoices page.

ePayables - Electronic Payments from the University

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.

All new suppliers are required to enroll for the payment card during the onboarding process. To learn more about the UW ePayables program, please visit our ePayables web page.

Payment Inquiry

Questions about a payment? Email pcshelp@uw.edu or call (206) 543-4500

Please include:
Reference the UW Purchase Order, invoice number, invoice date and amount
Statements should be sent via email to pcshelp@u.washington.edu in MS Excel format
See your UW contract for specific billing and payment terms and information

What can delay a payment?

  • UW Purchase Order number not listed on the invoice
  • Wrong or invalid UW Purchase Order number
  • Supplier Registration Form not submitted
  • Invoice not sent to UW Accounts Payable
  • Invoicing for goods/services beyond the contract terms on the UW Purchase Order
  • Not billing per the UW Purchase Order terms and conditions

Credits & Refunds

A credit memo or refund may be issued by the supplier for several reasons, including Return of goods /services, damaged merchandise, overpayment, and other reasons. Credit memos are processed separately from invoices. Credits and refunds should be issued conforming to the requirements of the University and are described in detail on our Credits & Refunds page.

Payment Distribution Policy

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.

Payment Adjustment Codes

An explanation of the Adjustment Codes appearing on the face of payement admittance advice can be found at our Payment Adjustment Code page.

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