Happy Holidays!!

Lots to share!!  This issue of the Financial Management Newsletter includes the following items:

* UW Rocks ARRA!
* Virtual Attendance at MRAM!
* Payroll Plans for Emergencies
* The End of Double Shipping Charges
* Outstanding and Possibly Overdue Invoices
* Reseller Permit Replaces Resale Certificate
* HP Contract for Computer Hardware
* 1099 Tax Reporting Time Again...
* What's the Business Purpose of That Widget?
* Keep Track of Your Cash

UW Rocks ARRA!

The UW has received 375 awards totaling over $186 million in funding under the American Recovery and Reinvestment Act (ARRA), and more is expected.  Expenditures have already topped $13 million and quarterly reports are being filed timely to both State and Federal governments.  It has been a tremendous team effort, both centrally and with departments and PIs. 

For ARRA questions please contact Team ARRA at uw-arra@u.washington.edu or see the ARRA website for updates at http://www.washington.edu/research/gca/recovery/

Virtual Attendance at MRAM!

Now you can attend the Monthly Research Administrator Meetings (MRAM) meetings via teleconference and web.  GCA and OSP will offer links to the MRAM via Adobe Connect.  Detailed instructions will be posted to the MRAM website in early January, 2010 at  http://www.washington.edu/research/gca/mram/ .

For more information please contact Ann Guss at 206-543- 6453 or annguss@u.washington.edu

Payroll Plans for Emergencies

Does your department have a plan for operating during an unexpected disaster or campus closure?  Payroll has developed an emergency checklist for payroll related functions that may be useful in preparing your department's disaster plan.  The checklist is available at http://f2.washington.edu/fm/payroll/coordinators/roles-responsibilities

For additional information contact Cindy Gregovich at 543-8648 or cingreg@u.washington.edu

The End of Double Shipping Charges

There are now 7 eProcurement vendors participating in the eInvoicing initiative:  Bank & Office, Daigger, Fisher, Grainger, Office Depot, Qiagen, and VWR, with more being added in the coming weeks and months.  The new invoicing process stops double shipping charges due to split orders, and allows campus users to take advantage of volume discounts. 

For additional information contact Laurie Hunt at lahunt@uw.edu or visit http://www.washington.edu/admin/stores/eprocurement/ for the updated list of participating suppliers.

Outstanding and Possibly Overdue Invoices

Do you have an invoice over $10,000 pending your approval to release payment?
Visit the Accounts Payable NonRIP website for a listing of outstanding invoices by budget or department contact.  The list is updated weekly.

For questions about the list contact Julie Condit at jacondit@u.washington.edu or 685-0571.

Reseller Permit Replaces Resale Certificate

Effective January 1st, 2010, the Department of Revenue (DOR) will require buyers to provide a copy of a Reseller Permit to suppliers when purchasing items for resale purposes, rather than using resale certificate language on the P.O. as in the past.
You must physically provide a copy of the Reseller Permit to the vendor if buying for resale. The University has been issued a Reseller Permit and guidance for its use is now available at: http://www.washington.edu/admin/purchstores/tax.php

For additional information contact Julia Shanahan at 616-3003 or jeshana@u.washington.edu.

HP Contract for Computer Hardware

Following a process with broad campus input, the University is entering into a new primary partnership for computer hardware with HP, to be sold through CDW-G, an eProcurement vendor.   Procurement Services anticipates a large cost savings for campus computer hardware purchases, as well as improved service, including warranty, maintenance and eProcurement issues.  CDW-G was also awarded the UW's software agreement earlier this year. 

For additional information about the new contract, contact Suzanne Blais at sblais@u.washington.edu or 543-5854.


1099 Tax Reporting Time Again...

Research subject payments made by field advance, revolving fund, or gift card should be recorded by departments throughout the year. If the payments to one individual exceed a total of $600 in the 2009 calendar year, those payments should be reported to UW Procurement Service Tax Desk by January 6th, 2010 for 1099 MISC reporting.

For more information visit the website at http://www.washington.edu/admin/finserv/bankops/rschsubjects.html or email ten99@u.washington.edu.

What's the Business Purpose of That Widget?

As the State Auditor's Office wraps up its 2009 audit, two general themes are emerging again: cash controls at decentralized collection points and business purpose documentation (for those unusual purchases whose purpose is not readily evident).  Financial Management is here to help!   Check Requests now require a brief description of the "business purpose" of your purchases.  See the Payments to Individuals website for more information: http://www.washington.edu/admin/finserv/payables/checkreq.html#EXP 

Please contact Jeff Follman at jfollman@u.washington.edu or 543-3708 with any questions.

Keep Track of Your Cash

Student Fiscal Services introduced a new process for cash deposits.  The process allows departments to monitor, control and track their own depositing of funds, and also saves processing time by offering electronic processing of the Cash Transmittal.  In addition, it is a time savings improvement for both SFS and Financial Accounting. 

For more information contact Nancy Hurja at nhurja@u.washington.edu, 206-221-5961.

For cash control guidance and questions, and links to the electronic cash transmittal, please visit our website at http://www.washington.edu/admin/finmgmt/sfs/cash/cash.html.