Frequently Asked Questions

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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.
 

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.

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.

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.

To inquire about the status of your check, please contact Procurement Customer Services 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 should submit the invoice electronically through Ariba
    • Manual orders- The supplier should submit the invoice by email to epay@uw.edu
  • 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 you have problems with an order placed, notify the customer service group that works with the system you placed the order through.

  • Catalog Ordering: Contact the supplier's customer service representative or eprocure@uw.edu
  • Non-catalog Ordering: Contact Procurement Customer Service at pcshelp@uw.edu
  • PAS PO: Contact the buyer assigned to the purchase order
  • Procard: Contact Procard Services at procard@uw.edu

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.

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.

This process has a fee of $25.00 for international wires and $10.00 for domestic wires. It can take up to two weeks for the wire to reach its destination depending on the destination. A purchase order number and appropriate banking information is needed. For more information see the Wire Payments web page.

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.

Ariba

Comments and attachments can be deleted while the document (requisition, Non-PO, etc.) is in Composing status. This applies to Requisitions, Expense Reports, Reimbursements, Payments to Individuals (P2I), and Invoices entered manually. When a document is withdrawn after being submitted, the status returns to Composing, and the attachments can then be deleted. Attachments cannot be deleted if the document is in a status other than Composing.

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 should submit the invoice electronically through Ariba
    • Manual orders- The supplier should submit the invoice by email to epay@uw.edu
  • 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

If you have problems with an order placed, notify the customer service group that works with the system you placed the order through.

  • Catalog Ordering: Contact the supplier's customer service representative or eprocure@uw.edu
  • Non-catalog Ordering: Contact Procurement Customer Service at pcshelp@uw.edu
  • PAS PO: Contact the buyer assigned to the purchase order
  • Procard: Contact Procard Services at procard@uw.edu

An Ariba Blanket Purchase Order (BPO) is an agreement to spend a specific amount of money with a supplier over a period of time. It may or may not specify the items or services you are going to purchase.

Review the order in Ariba. If the balance should not be open, please email pcshelp@uw.edu to have the order closed.

As Best Practice, the person requesting the closure should include a Comment on the PO (EI #) on the Summary tab under Comments-Entire Direct Order before requesting the closure. If the order was cancelled by the department with the vendor, please included the date the order was cancelled, vendor representative contact information and replacement PO number, if applicable.
 
To assist with a timely response, please include:
  • Purchase Order (PO) number beginning with "EI"
  • Reason for the closure, for instance:
    • Cancelled with the vendor
    • Paid by an alternate method
    • Reconciled for amount less than original total

Ariba Network

In the future, Ariba will be the way that the UW will conduct business with all of our suppliers. The project began on January 1, 2013 with a vision to make the procurement process as paperless and efficient as possible. As a supplier to the University of Washington, we will contact your organization to inform you of these changes and request your help in preparing and ensuring a smooth transition to our new procurement process. We would like to continue our relationship with your company, and need your cooperation and willingness to accept this new procure-to-pay process by responding to all requested steps from Ariba in a timely manner.

ASTRA

The person in your department who is set up with "authorizer" access can create access in ASTRA for any potential user. Information about how to setup access is available on the Astra - eProcurement Authorizations.

Best Practices

Comments and attachments can be deleted while the document (requisition, Non-PO, etc.) is in Composing status. This applies to Requisitions, Expense Reports, Reimbursements, Payments to Individuals (P2I), and Invoices entered manually. When a document is withdrawn after being submitted, the status returns to Composing, and the attachments can then be deleted. Attachments cannot be deleted if the document is in a status other than Composing.

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.
 

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