How to Pay

Accounts Payable (AP) disburses funds to pay supplier invoices and non-UW employees on behalf of UW departments, resolves any issues (also "exceptions") that may arise in the payment process through the invoice reconciliation procedure, and maintains compliance with state, university, and federal regulations. Most payments go through eProcurement (Ariba Network).
 

Topics Covered Below:


Invoicing Methods

BPO Invoice

Suppliers invoice across the Ariba Network.
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eProcurement PO Invoice

Suppliers submit invoices as per the instructions that accompany the order.
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eReimbursements

eProcurement module to reimburse UW employees, students, and non-UW individuals who are not suppliers for expenses incurred on behalf of the UW. Not for travel reimbursements.
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Non-PO Invoice

eProcurement module for departments to submit supplier invoices for purchases up to the direct buy limit when a BPO or PO is not required.
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PAS Purchase Order Invoices

Former method to pay purchase order invoices. Replaced by eProcurement invoicing. 
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Payments to Individuals

eProcurement module to pay non-UW employee individuals honoraria, royalties, awards/prizes, non-UW scholarships, one-time services and associated expenses, and performers. 
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ProCard

Used to pay invoices on purchases up to $3500 (including tax and shipping). Cannot be used for travel or other select suppliers.
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Wire Transfers

Used to pay some foreign supplier invoices when wire payment was negotiated at the time the PAS purchase order was placed. A wire transfer fee will be charged to the department's budget.
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What UW Departments Need to Know

Credits

Credit memos may be issued by the supplier for returned or damaged goods, overpayments, or amended invoices. Credit memos are processed against the original invoice and should post to the original budget.
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Direct Buy Limit

The direct buy limit is the dollar limitation set by state law under which purchases may be made without securing competitive pricing, with some exception items.
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ePayables

ePayables is the UW's recommended method for suppliers to receive an invoice payment. This payment program is offered to suppliers at the time they register with the university and is a method suppliers use to retrieve their payment.
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eProcurement Invoice Reconciliation

AP process to resolve invoice exceptions and release invoice for payment. Performed by the AP invoice reconciliation team.
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eProcurement Module Comparison

Compare the different eProcurement modules and when to use them. Includes a downloadable Quick Reference guide.

(click the picture to view)
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Foreign Nationals

Federal law limits what payments can be made to a foreign national based on the type of visa the person holds. Additionally, the UW is liable for any tax not withheld on payments and the associated fines and penalties. It is critical that departments paying foreign nationals understand the department responsibilities and forms required for any payments.
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Moving Expenses

New and transferred employee household moves and associated travel expenses are governed by UW and State of Washington policies and regulations. The Lump Sum Moving Allowance is the UW's preferred option to facilitate paying an employee for expenses associated with a move to the University.
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Payment Terms, Timelines, and Delays

Standard payment terms for the UW are 30 days from the date of receipt of a properly completed invoice or the goods, whichever is later.
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Refunds

Refunds may be payable to the UW or from the UW to a supplier, typically for overpayments, duplicate payments, or payments received in error. Refunds are processed differently by refund type.
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Research Subjects

For payments to human subjects for participating in a research study. Payments can be made using Revolving Funds, Field Advances, or Gift Cards and are tax reportable if they total $600 or more annually. It is the department's responsibility to keep records of all research subject payments.
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Sales / Use Tax

The Sales / Use Tax page discusses the difference between Sales and Use tax, links to the Taxability and Suggested Object Code grid, and instructions for correcting use tax charges.
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Subcontracts / Subawards

Office of Sponsored Programs (OSP) maintains policy and procedures for subawards. Departments should direct any questions on subaward BPOs to OSP. Invoices for subaward BPOs, if matched by the system and received properly by the department, will pay. Invoice exceptions requiring subaward changes must be requested by the department and approved by OSP. AP will notify the department through eprocure@uw.edu of these exceptions.
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Supplier Registration

Supplier registration is a required prerequisite to do business with the UW. All new suppliers not currently in the vendor database must fill out the online supplier registration form. Additionally, suppliers who previously registered and are in the vendor database may at times need to update their information using the supplier registration form.
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1099 Tax Reporting

The UW must report all payments to US suppliers and individuals including research subjects over $600 in a tax year and all royalty payments over $10.00 the IRS. 
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