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Best Practices

The supplier should email the invoice to uwashington@ghxinvoicing.com rather than to Procurement. This is our permanent Workday process going forward.

You would obtain a quote from the vendor. If there is specific pricing, you may also contact the Procurement contract manager for that contract for assistance.

Yes, Guy Brown is currently a catalog vendor in Workday. 

There is not a specific list; it depends on several factors: the vendor, the budget, the item being purchased, etc.  

Biennium Close

Subawards are not subject to Biennium rules; however, invoices should be paid in the correct accounting period regardless of fund type.

Checks

Checks which are at least 180 days old (6 months) are considered stale. Tellers in banks will sometimes reject a check if the date is over that limit. This does not prevent a check from clearing the bank when deposited through other means than a teller.

For more information, review the Stale date webpage here.

If you fear your check has been lost or stolen, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. They will review the situation with you and get the process started for reissue.

The front desk at Mailing Services is where checks can be picked up. People should only come to pick up a check after receiving a call that the check is ready. Please note, suppliers are not allowed to pick up checks. Only University of Washington employees or students working for departments may pick up checks.

Compliance

Within Workday, users will now assign Spend Categories to show what is being purchased. You can find a list of the spend categories in Workday but searching "Find Spend Categories" in the search bar.

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

Meals are held to the state required per diem rate. If there are any additional charges, they can be charged to a discretionary funding source only when approved by a Dean or Vice President. Keep a record of the number of attendees of the event. If the cost goes over the per diem rate, also keep a justification of why that supplier was chosen. 

Contracts

Visit our Contracts page for guidance on how to get Contracts reviewed by Purchasing. 

 

Corporate Travel Account

Only UW faculty and staff are qualified for a card.

UW Travel Card is to be used for individual’s travel expenses only. Sharing a card is not recommended.

For travel reimbursement, card holders file an Expense Report through the UW Travel Office:

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Applying for a UW Travel Card is optional. Yes, you can use your own personal credit cards to pay for your travel expenses and then seek for reimbursement.

Approximately 2 weeks after you receive your UW Travel Card account, your online access will be set up. You may login with your UW NetID and password to access to the JPMC Travel PaymentNet.

CTA is a “card-less account” type of account. There is no actual plastic issued.

The CTA can be used to charge lodging only for:
  • UW Students. 
  • NON-UW travelers. 
  • Five (5) or more UW travelers attending a conference/group event in the U.S. or British Columbia, Canada where the UW is reserving and paying for the block of rooms and prior written approval has been obtained from the ProCard office (procard@uw.edu). 

Yes! Please always use a CTA account to pay for graduate students’ airfare and hotel lodging (room and sales tax only) whenever possible.

Your department’s CTA account will be automatically renewed by JPMC. The account number will remain the same, but the expiration date and 3 digits security code will change. Corporate Travel Services will send you an e-mail along with the new information a month in advance before the old expiration date expires.

You must pay the full balance on the card by the next billing statement.

The UW Travel Card is issued by JPMorgan Chase directly to the user. As such, it is governed by a contract that is solely between JPMorgan Chase and the cardholder. Cardholders are personally responsible for paying all charges on the UW Travel Card.

The contract between the cardholder and the bank requires full payment of the balance by the next billing statement, and if the cardholder fails to do so, late fees begin to incur at 60 days past due and the card is suspended.

Upon receipt of complete and proper documentation, the UW Travel Office reimburses official UW travel expenses in a timely manner through the online eTravel system. As a condition of accepting reimbursement from the UW, cardholders agree to use all of the reimbursement money to pay the charges in full on the UW Travel Card.

If there is a balance on the UW Travel Card, and the reimbursement money is not used to pay the balance in full, the cardholder will be subject to corrective actions for violating the terms of this policy, and will be subject to proceedings under the State Ethics Act. Using travel reimbursements for anything other than paying the corresponding travel charges constitutes fraud and will lead to corrective actions which may also include dismissal.

The contract between the cardholder and JPMorgan Chase permits communication between the bank and UW about the status of payments to the bank, including when cardholders do not honor the obligation to pay the statement balance in full by the due date. If the UW receives notice that a statement balance has not been paid in full by the due date, UW Corporate Travel Services will contact the cardholder and the department administrator to facilitate payment. 

  • An account becomes 60/90 days past due. 
  • Two (2) dishonored checks issued to JPMorgan Chase or reversal of two electronic payments routed to the bank. 
  • An account is repeatedly delinquent. 
  • Travel reimbursement is not used to pay all corresponding charges on the account. 
  • Using the card for personal charges. 
  • Individual is no longer on the University payroll (e.g. resignation, leave of absence without pay, etc.). 
  • Eighteen months with no account activity. 
  • Failure to comply with UW and State of Washington travel regulations.

If your account is terminated for delinquency, non-payments, improper use of reimbursements, or using the card for personal charges, the account cannot be reinstated.

ePayables

This is actually a question the vendor can take to their merchant bank.

The vendor would be set up for merchant services with a Merchant (acquiring) Bank so they can accept credit cards. That Merchant Bank would have provided them to set up some kind of terminal for them to accept credit card transactions (either swipe a card (in person) or key in the account number. As we know from being consumers, there are may different kinds of terminals out there. Their Merchant Bank would have provided them with instructions on how to key in card transactions on their terminal. The Merchant Bank would also have already provided instructions or established some kind of process to the vendor they represent on how to transmit a payment file for settlement. Their Merchant Bank would then deposit the card funds to the account your vendor has set up with their Merchant Bank to receive the funds.

Recommendation: Refer to your internal business partners who manage the merchant services for support with ow to process card transactions on the terminals and how to actually receive the funds.