Frequently Asked Questions

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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

AP Process

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.

Set up the purchase order for the approximate US dollar amount which can be found on a currency exchange website. The wire payment will be converted into the current day’s exchange rate when it is sent, so the encumbered amount and the paid amount will not match exactly. See Wire Payments.

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

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 the original charge was processed on an invoice through Accounts Payable or through an Ariba module, please submit your correction through Procurement Desktop Reports (PDR). Go to the "Use Tax History" report and submit your request from there. Typically, taxes can only be added or reversed for the last 3 months.

If the original charge charge was processed through Procard, first review the transaction in PaymentNet. If the month has not yet closed, simply check or uncheck the use tax box by the transaction. If the month has closed already. please submit your correction through Procurement Desktop Reports (PDR).

For questions and inquiries about the Use Tax Report, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu.

Please send all requests to close PAS purchase orders to saf@uw.edu. Include the PO number, budget number, and account code in your email. Note: By sending an email to saf to liquidate an encumbrance, you are requesting that the PO be closed. Make certain that all product or services have been received and paid for prior to emailing. If the product or services have not been fully received and paid for, and you need to liquidate an amount from a specific budget, please email purentry@uw.edu with an alternate budget to charge the remaining invoice(s) to.

Invoices are submitted by different methods, depending on the order type.

  • Catalog Ordering: The supplier should submit the invoice electronically through Ariba
  • Non-Catalog Ordering:
    • Enabled supplier orders- The supplier must submit the invoice electronically through Ariba
    • Manual orders- The supplier should submit the invoice by email to epay@uw.edu
  • For BPOs: The supplier must submit the invoice electronically through Ariba
  • Non-PO Invoice: The department should submit a Non-PO Invoice form and attach the supplier's invoice copy
  • PAS Purchase Order:
    • Departments can email invoice copies to rip@uw.edu or send by campus mail to box 351130
    • Suppliers can fax invoice copies to 206-685-8018 or mail to: University of Washington, Accounts Payable 351130, 3917 University Way NE, Seattle, WA 98105

All invoices should be in English, or have an official translation on file for audit purposes. Official translations are at the department or vendor expense, depending on the contract. Accounts Payable will accept invoices in foreign languages only when the department includes an approved invoice voucher with the invoice. The currency and amount to be paid should be specified on the invoice voucher. If foreign currency is requested, then wire transfer instructions must also be provided.

Invoice vouchers are required for the following circumstances:

  • Invoices over $10,000 submitted by a department for payment

  • To communicate special check handling instructions

  • To communicate wire transfer instructions

  • When an invoice is in a foreign language

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.

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.

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.

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.

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.

Approval

If you have someone who needs to approve a one-time P2I, eReimbursement, non-PO Invoice, non-Catalog order, or BPO, adding an ad hoc approver or watcher will add the appropriate person. On the third step, click on the Approval Flow tab in the middle of the screen next to the Summary tab.

Because a Non-PO invoice transaction is a payment going directly to the supplier without Central Office review, additional approval is needed to verify that there are no typos in the amount and that the payment is appropriate. Approvers should be diligently reviewing for 1) appropriateness, 2) correct amount and 3) correct vendor selected. This is especially important as it is sometimes difficult to get money back from a supplier once it is paid out.

This Non-PO InvoiceAdministrator role is added to the approval graph for one of two reasons. Either 1) the budget you are using does not have a Non-PO Funding Approver set up in ASTRA, or 2) the Non-PO Invoice you have created is over the direct buy limit. Please contact PCSHelp@uw.edu for additional information.

  1. Log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Search & Edit Authorizations tab
  4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
  5. Click Show Advanced Search Options
  6. In the Application drop down box, select eProc (eProcurement)
  7. In the Role drop down box, select Non-PO Funding Approver
  8. Click Search For Authorizations Now
  9. Check the box next to the Users name
  10. Click the Delete button
  11. Click on the Cart/Checkout tab
  12. Click Checkout Now
  1. Log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Search & Edit Authorizations tab
  4. Click Show Advanced Search Options found just below the Yellow Search for Authorizations Now button
  5. Click Astra Role of User in the second column near the top of Advanced Search Options page
  6. In the Application drop down box, select eProc (eProcurement)
  7. In the Role drop down box, select Non-PO Funding Approver
  8. In the Limit drop down box, select either Budget or Organization
  9. Enter your budget or org code in the box and click Find & Verify
  10. Click Show authorizations which are WITHIN AUTHORITY (subordinate) of selected limit value(s)
  11. Click Search For Authorizations Now
  12. In the search results, look for a person who has User listed under their name and Non-PO Funding Approver/Approve in the second column. Note: A person with Authorizor under their name is the person who can make changes to the Non-PO Funding Approver, or add in additional roles.
  13. Note the Org Code or Budget Number underneath the role and the Owner name under the User name
  14. If the person identified as the Non-PO Funding Approver is incorrect, have the Owner remove the Non-PO Funding Approver role from that person and add the new Non-PO Funding Approver
  1. Have the Budget or Org code Approver log in to ASTRA
  2. Click Log in now to manage authorizations
  3. Click the Create New Authorizations tab
  4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
  5. If needed, find the user on the list and click Select
  6. In the Application drop down menu, select eProc (eProcurement)
  7. In the Role drop down menu, select the role you want the user to have
  8. In the Limit drop down box, select either Budget or Organization
  9. Enter your budget or org code in the box and click Find & Verify
  10. Click OK, add another (to add more than one person to the role) and OK, proceed to cart when finished
  11. Click Checkout Now

Non-Catalog Orders and BPOs use the same approval process as eProcurement catalog orders. When you assign a budget number to an item, then the Approvers and Watchers will be added based on the eProcurement ASTRA roles that are in effect for the budgets/organizations involved. 

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