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Supplier Invoice Request

How do I pay a visa processing fee to the Department of Homeland Security?

The US Department of Homeland Security payments are processed via the Supplier Invoice Request in Workday. 

The below is the additional information you need to fill out and how you notate the check to be sent to campus mail.

In the Additional Information section:

  • Supplier Invoice number: Name of visa recipient (and visa request/RT ticket number, if possible)

  • Spend Category: SC2738 International Visa Processing Fee

  • Supplier: US Department of Homeland Security

  • In Payment Terms field box select: Immediate.

  • In the Reference Type field box select: Other.

  • In the Reference Number field box: type your campus box number.

  • In the Handling Code field box select: Campus Mail

  • In the Memo field: Visa Type

Selecting Campus mail will ensure you receive 1 check per supplier invoice request.

Supplier Registration

How does a supplier submit an address change or other changes to their supplier file information?

The supplier would need to send an email to the Procurement Services Vendor Control team at: vcontrol@uw.edu and indicate that their address or other company information has changed and provide the updated information in the email. The supplier should include an official company notification or an invoice copy showing the current Tax ID Number (EIN) or new Remit-To information. If changes impact IRS tax reporting, the supplier may be requested to submit a new Supplier Registration form (SRF) for further review.

Why does the University need a Supplier Registration?

A requisition / purchase order cannot be completely processed and the vendor paid unless the selected supplier is currently active in the UW Vendor database. Specific information about each supplier is required for IRS, other tax purposes, various certifications, etc. This information is entered as part of the supplier profile and assures that timely, accurate payments are made and that the University is able to fulfill certain reporting requirements.

Tax

Are maintenance agreements taxable on an M&E tax exempt order?

Yes, only the equipment will be tax exempt. Maintenance service agreements are still taxable. See taxability grid on the Tax Office webpage at https://finance.uw.edu/tax/netid/taxability. 

If I purchase an item classified as food but we use it for another purpose, is it taxable?

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.

 

I have more questions about Tax and the University of Washington. Where can I find more information?

Please visit the Tax Office website. There are several additional FAQs that may help you.

Is gene synthesis taxable?

Gene synthesis or analysis service usually involves primarily human effort and therefore would be considered a professional service not a retail service subject to WA State sales/use tax. Taxability Grid.

Does the UW have a tax exemption certificate that exempts us from paying property taxes?

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.

Is the University of Washington tax exempt?

The University is not a tax exempt institution. The University of Washington must pay sales tax on most merchandise purchased for operations of the University.

For more tax information please see the Tax Office webpage. Under "Departments" please review the various areas, including:

WA State Sales Tax
Exemption for Other States
Federal Taxes
International Taxes
Miscellaneous Taxes