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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

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

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.

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.

9r2

Yes, however only invoices that were Rejected after the deployment of 9r2 will be displayed.

To search for rejected invoices:

  1. Click Search in the blue command bar.
  2. Select Invoice from the drop-down.
  3. Ensure the Status field is visible in the Search Filter window. If it is not, click the Search Options link in the upper right-hand corner, and select Status.
  4. Click on the drop-down arrow for the Status field and select Rejected.
  5. Optionally, you can add other search filters such as Supplier and Invoice Date.
  6. Click Search.
  7. Rejected invoices meeting the Search filter criteria should appear in the Search Results.

You will see a status of Rejected on the Invoices Tab of the BPO. If the status of the Invoice is Reconciled, that means that the invoice has been released for payment.

To determine the status of the BPO Invoice for invoices paid or rejected prior to the 9r2 deployment:

  1. Navigate to the invoice detail by clicking on the Invoice ID
  2. Click on the Reconciliation Tab of the invoice to see if the status is Rejected or Paying.

In the latest release of Ariba, 9r2, the Shopping Cart icon behaves the same as clicking the Checkout button. The Summary Page provides you with full edit access to all fields of the request, including the Title, Hold Until, and On Behalf of fields. The Shopping Cart only allowed edits of quantity and line item information.

The Clean Up button is used to remove items from your To Do in ARIBA list if you have been removed from an ASTRA approval role. In ARIBA release 9r2, the Clean Up button moved from the bottom of the list of approvables to the upper right corner when you:

  • Select Manage > My To Do.

If you have been removed from an ASTRA approval role, clicking on the Clean Up button will remove those items that no longer require your attention.

Several years ago based on campus user requirements, we created a customization to ARIBA to include the Date Attached timestamp field because the out-of-the box software did not have a field that recorded when an attachment was added.

In release 9r2, ARIBA added the Date Created field for attachments, so currently there are 2 dates for attachments:

  • Date Attached – UW Customization
  • Date Created – ARIBA 9r2 Enhancement

The fields are calculated differently and are populated at different times. The new Date Created field appears immediately when the user adds the attachment but has not submitted yet. The Date Attached column is blank before Submit, but then displays when you go back and view the transaction.

In a future release of the ARIBA system, we will be removing the Date Attached customized field and keeping the ARIBA Date Created field.

Several years ago based on campus user requirements, we created a customization to ARIBA to include the Date Attached timestamp field because the out-of-the box software did not have a field that recorded when an attachment was added.

In release 9r2, ARIBA added the Date Created field for attachments, so currently there are 2 dates for attachments:

  • Date Attached – UW Customization
  • Date Created – ARIBA 9r2 Enhancement

In a future release of the ARIBA system, we will be removing the Date Attached customized field and keeping the ARIBA Date Created field.

Invoices rejected PRIOR to the September 8, 2015 deployment of 9r2 will have a status of Reconciled. However, the status of Rejected is on the associated Invoice Reconciliation, accessed using the Reconciliation tab on the Invoice.

Also, you can use the Search option for Invoice Reconciliation to locate a batch of rejected BPO invoice reconciliations prior to the 9r2 deployment based on various search criteria. From there, you can navigate and locate the associated BPOs and Invoices.

To search for Invoice Reconciliations with a status of Rejected:

  1. Click Search in the blue command bar.
  2. Select Invoice Reconciliation from the drop-down.
  3. Ensure the Status, Contract ID and Rejected Date fields are visible in the Search Filter window. If they are not, click the Search Options link in the upper right-hand corner, and select Status, Contract ID and Rejected Date.
  4. Enter BPO into the Contract ID field to find Invoice Reconciliations for BPOs only.
  5. Select a Custom date range for the Rejected Date field prior to Sept. 8, 2015. For example, August 3, 2015 to September 4, 2015.
  6. Click on the drop-down arrow for the Status field and select Rejected.
  7. Optionally, you can add other search filters such as Requester (BPO Contact) and Supplier.
  8. Click Search.
  9. Invoice Reconciliations with a status of Rejected meeting the Search filter criteria should appear in the Search Results.
  10. Click on the IR ID number to view the details of the Invoice Reconciliation. The BPO and Invoice numbers are in the header Invoice Reconciliation detail. In addition, you can easily navigate to either the Invoice or the BPO by clicking on the Invoice or Contracts tab, respectively.

 

Below is a screen capture of an example search for BPO Invoice Reconciliations with a Status of Rejected:

In addition to ensuring the University of Washington is on the most current release of the Ariba software, the following enhancements are included in the 9r2 release of Ariba:

  • For invoices rejected AFTER the upgrade to 9r2, the Invoices Tab of the BPO will show a status of Rejected instead of Reconciled. For those invoices, you will no longer have to navigate to the Invoice detail and then to the Invoice Reconciliation tab to determine if an invoice has been rejected. For invoices reconciled after the  9r2 implementation, the status of Reconciled, means that the invoice has been released for payment.
  • You can search for invoices with a status of Rejected in the Invoice search interface. Only invoices that were Rejected after the deployment of 9r2 will be displayed.
  • If you are an approver for a budget or organization, you can access all approvable types through Manage -> My To Do from the blue command bar. This provides approvers with the ability to quickly access all To Dos in once place. After selecting this option, you can either view all of your To Dos by scrolling through them, or you can filter the display by Approvable Type (i.e., Card Application, Card Limit Increase, Contract Request, Requisition) and other options such as Title, ID, Date Created, Date Submitted, Preparer, and Requester.

Account Codes

For the best view of how your department spends money, we recommend using the account code that best fits the purchased good or service.

Please refer to the account code website located at: http://www.washington.edu/admin/finacct/obcodes/

You might also find it helpful to visit the taxability grid at the Tax Office web page, located at: http://f2.washington.edu/fm/tax/taxability

Best practice is for advertising charges to be paid by Procard. Employees should not use their personal funds to pay for this type of service. At this time, account code 03-21 for Advertising will not be added to the eReimbursement portion of ARIBA.

AP Process

According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

Any late payment charges accrued on an invoice will be charged to the budget number listed on the purchase order, and subject to buyer review.

If the refund check is sent directly to your department, simply fill out a reverse expenditure form and send it with the refund check to Accounts Payable at box 351130.

If it is a refund check for a Procard purchase, please send the reverse expenditure form and refund check to box 351120 Procard to deposit.

If the refund check was sent directly to Accounts Payable from the supplier, AP will deposit the check and process a journal voucher to move the funds back to your budget. In the even the money does not show up in your budget transactions, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. Please provide the check information if you have it, or the refund amount, PO number, and supplier. We will assist in refunding the credit back to your budget.

Departments can purchase gift cards for employee recognition using the Procard. However, the gift must be reported to Payroll because the gift is taxable. See Employee Recognition.
 

In general, invoices will be processed for payment Net 30 days from the date a properly completed invoice with a valid purchase order number  is received in UW Accounts Payable.

  • Invoices will not be processed for payment until all items invoiced have been received.
  • Invoices over $10,000 are not finalized for payment until a department representative communicates the date the materials were received and their approval to pay.
  • If rush payment is needed, please contact the ordering UW department.

Please also see our General Terms and Conditions.

Under RCW 84.36.050, the UW, which includes UWMC, is exempt from property tax on real or personal property owned or used by the University in this state if used for educational purposes. Therefore, we do not have or need an exemption certificate.

However, if we are leasing, there may be a different set of rules, which depends on the type of lease. Please refer to the lease agreement between the University and supplier.

*Note: Harborview Medical Center (HMC) is not considered a UW entity for these purposes.

To inquire about the status of your check, please contact Procurement Customer Services at 206-543-4500 or email them at pcshelp@uw.edu.

In this case, do not use eReimbursement to reimburse the UW employee.  Process the reimbursement through Travel by creating an expense report (ER) in Ariba.  Make sure to provide a Tax ID or published advertisement if a commercial lodging facility is other than a hotel.  For further questions, please contact Travel directly.  Note: For information on lease payments, please contact Real Estate.

Payment by wire transfer must be negotiated with Procurement Services at the time the order is placed. Requests for payment by wire are not honored unless prior arrangements were made at the time the contract or order was initiated.

It can take up to two weeks for the wire to reach its destination, depending on the destination and the process has a fee which is charged to the department. A purchase order number and appropriate banking information is needed. For more information see the Wire Payments web page.

No, the University cannot send checks in foreign currency. However, we can send wire transfers in foreign currency. See the Wire Payments page for more information.

If you discover a duplicate payment for an order, contact Procurement Customer Service at pcshelp@uw.edu. Please include the date of the original and duplicate payments, the budget number(s), the PO number(s), and the account code(s) charged. We will assist you in getting a refund for the duplicate payment.