Invoicing

When a sponsor discovers an unallowable expense, it is the department’s responsibility to transfer it off their budget as soon as possible. The transfer will result in a credit on the next invoice issued. Because of this, we discourage sponsors from short-paying invoices. Instead, we prefer to void the invoice with the unallowable charge and issue a replacement after the charge has been removed.

Note that GCA does not issue a final invoice until the Final Action Date has passed. Departments are required to ensure that all expenditures have posted by then, and if that is impossible to notify GCA of the pending charges on or before that date.

Notify GCA by Grant Tracker in the Invoicing topic or by forwarding the sponsor’s email to gcahelp@uw.edu. We will follow up with them to locate the payment.

By default charges to parent and sub-budget(s) are combined on a single invoice. However, if a sponsor requests separate invoicing for a sub-budget, please notify GCA via a Grant Tracker in the Invoicing topic, and we can accommodate their request.

Unfortunately GCA cannot accept credit card payments. Sponsors may pay by check (including cashier’s check) or wire/ACH.

Please forward the request to gcahelp@uw.edu so that we can provide the information and sign off on any forms the sponsor requires.

Check the budget information page in Grant Tracker. In the Financial Information section, the last three items, Invoice, Receipt and Open, reflect the cumulative amount invoiced, the total payments received from the sponsor, and the amount remaining unpaid. Also, you may check if a specific invoice has been paid by scrolling down to the Invoices section and checking the Open Amount column. 

Invoices generated by GCA’s invoicing software are automatically updated to a budget’s Grant Tracker Budget Information page the day after they are created. If you do not see an invoice you are expecting, please send a Grant Tracker question under the Invoicing topic.

To ensure checks are applied to sponsored project activity in a timely manner while we are working remotely, please send checks directly to our lockbox:

University of Washington
Grant and Contract Accounting
12455 Collections Drive
Chicago, IL 60693-0001

Be sure to write the budget number near the memo line on the check and forward all supporting documentation to gcacash@uw.edu. We plan to resume normal operations (GCA campus mailbox 354966 or hand delivery) once the University’s recommendation to telework is lifted.