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ePayables

The University of Washington will not impose any direct fees as a part of the ePayables process. Payments will be processed as credit card transactions, so your standard merchant bank fees will apply.

It should also be noted that the University of Washington does not accept miscellaneous fees or charges which are not included in the supplier's quote, proposal or contract with the University, including but not limited to merchant bank fees, in accordance with the UW Terms & Conditions.

Field Advance

Yes, a Custodian can have multiple field advances as long as they are not past due. Please make sure to keep track of your receipts by field advance, as receipts submitted that do not fit the timeframe of the advanced funds will not be accepted.

Field Advance = Receipts (Receipts/Invoices Show Paid) + Remaining Funds Not Spent (To be Returned)

To help you balance your field advance before submitting the reconciliation online, you can use our Balancing Spreadsheet to help determine if the field advance reconciliation is in balance.  Field advances must balance to zero, so if you are off by a few pennies, round those line items to balance.

If you have funds that are remaining on the UW per diem debit card after you have reconciled (you must submit your receipts before returning funds), click on “Return Funds” and the field advance desk will unload the card.  Do not withdraw cash.

If you have cash or a check to deposit, please email fieldadv@uw.edu for deposit materials and to assist with closing your field advance online.

If you need to send funds back electronically (wire or ACH), please email fieldadv@uw.edu to obtain payment instructions.

After the spend down is submitted, funds that remain on the per diem debit card, cash or check are to be returned. 

The Requested – Total Submitted – Total Posted = Amount Remaining (ALL returned funds)      

If there are remaining funds on the per diem debit card, the field advance desk will remove from the card. 

If returning cash/check, please contact the field advance desk. 

Yes, a Custodian can have multiple field advances as long as they are not overdue.  The field advance must be reconciled in the order received.  In addition, the dates of the receipts must match the date range the advance was open to final accounting date. 

Please log in to the field advance dashboard to review the status of a field advance you have requested or approved. Check the appropriate box in the left-hand corner of the screen to view the field advances on the dashboard.

To determine the status, locate “Status Description” on the dashboard.  Below it defines what each status represents:

In Process – The request has not been submitted for departmental approval; the custodian can still edit the request

Departmental Approval Required – The request is pending departmental approval; the custodian should contact the approver to approve the request

Central Office Approval and Processing – The field advance desk received request and it is pending their review

Waiting Funding – The field advance desk has approved the request and the funding is in pending/in progress

Current – Field advance processed and funded

Yes, a field advance can be requested on behalf of a student or faculty member.  The custodian must be a permanent UW employee and not have any past due field advances.

 

Yes, a field advance can be requested on behalf of a student or faculty member.  The custodian must be a permanent UW employee and not have any past due field advances.

Yes, the UW per diem debit card is reloadable.  The cardholder should keep the card until the card expires for faster funding of future field advances.

Food Approval

If you purchase an item normally classified as food but use it for another purpose, it is still treated as food and therefore, not taxable.

Example 1: A department purchases vinegar but uses it for cleaning. The vinegar is not taxable. 

Example 2: A department purchases pumpkins in fall and has students decorate them for display in the office. The pumpkins are still considered food and are not taxable.

What are examples of items which do not apply to this rule? Items sold for medical or hygiene purposes, alcohol, tobacco, candy, bottled water, soft drinks, and prepared foods. 

See: http://app.leg.wa.gov/wac/default.aspx?cite=458-20-244, #2b.

 

Food or beverages integral to an event is meant to indicate the types of meetings where UW business is conducted, the location is away from the place where the employee normally performs his or her work, where food and refreshments are needed or wanted, and where obtaining meals or refreshments would be disruptive to event continuity. In these cases, a Food Approval form for meeting/trainings can be used.

Generally, the Food Approval form is not for regularly scheduled meetings, such as a department-wide monthly meeting. Refreshments served at these types of meetings would require a discretionary budget. 

No, food purchased for research does not require a food approval form.  Please refer to the Food Approval page for more information.  

Foreign Suppliers

Foreign suppliers can sign up for Paymode (ACH payments) if they have a U.S. bank account.

If they do not, then they are not eligible for Paymode at this time.

Tax treaty information can be found under the "Overview of Payments" link above the question, "Is there a tax treaty?"

Paymode does not charge a fee for the exchange rate. However, the supplier's bank might.

Freight

UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

  • It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
  • Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
  • Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
  • Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.

Individual Travel Card

For any card that falls under company US01745 (UW Corporate Travel Accounts), the Pin is optional; it may not be requested at the point of sale.  It is up to the merchant whether or not they require the Pin. It is an extra added layer of security.

Cardholders must make sure the outstanding balance is paid in full to the bank and the card is turned in to the department upon separation. Any remaining default is to be charged to the University, the department will then be responsible for any remaining default owed.

All documents related to the UW Travel Card may be fully disclosed as a public record to the extent provided for by the Public Disclosure Laws.

Ordering

Scroll down to the bottom of the order on the Summary tab and locate the section labeled as COMMENTS ENTIRE REQUISITION. Enter your comment and be sure to click the checkbox labeled Visible to Supplier. NOTE: Before using this feature, it is important that you first review the best practices for using the Visible to Supplier option for comments.

Payments

Yes, this payment method is available for Research Subject and ICA payments through Miscellaneous Payments. To assign Zelle for payment in an MP, you will do two things. First, add the phone number or email address of the payee that is associated with their Zelle account to the Contact Information section of the "Miscellaneous Payee." The second is to select Zelle as a payment type in the Miscellaneous Payment (MP). 

Paymode

Suppliers should contact Paymode-X Customer Support at 1-877-443-6944 with their Paymode-X Account ID. Suppliers can receive business payments from UW in the same AR file format they are familiar with from other payments. CTX - also known as an EDI 820 format - is a type of file format that Paymode-X can send through to a supplier’s bank account when the supplier has a Paymode-X Premium Membership. Suppliers can pull a file from their bank to load into their AR system, and use the details to post their payments automatically to an open invoice or account number. Choosing both a Paymode-X Premium Membership and CTX also eliminates the need for the supplier to log in to Paymode-X since the remittance data will be sent to their bank.

ACH is an electronic payment method. ACH stands for Automated Clearing House and is a secure payment transfer (direct deposit) to a US account.

Foreign suppliers can sign up for Paymode (ACH payments) if they have a U.S. bank account.

If they do not, then they are not eligible for Paymode at this time.