Happy Holidays!

Our December issue includes the following items:

  • HR/Payroll Modernization: Changing the Way We Do Business
  • New Guidance for International Projects!
  • Credit Card Acceptance Contract Extended
  • Save the Date!  UW Business Diversity Program’s Supplier Fair
  • Are Maintenance Agreements and Warranties Taxable?
  • New Use Tax Correction Web Form
  • Procurement Desktop Report for eReimbursement
  • New Procurement Services Policy Regarding Copier Leases
  • Alert:  Scam Directed Towards UW Suppliers
  • Card Payment Methods Now Available
  • UW Equipment Information Card Web Form Now Available
  • Enhancements to GrantTracker
  • M&E Tax Exemption Certificate
  • Food Approval Information & Guidance
  • 1099 Tax Reporting Time Again... 
  • New Ariba Functionality: Payments to Individuals 


HR/Payroll Modernization: Changing the Way We Do Business

HR/Payroll Modernization is a major initiative to replace the University's 31-year-old legacy payroll system with a modern, integrated human resources and payroll system. It also will provide a set of standardized processes to significantly improve support for critical HR and payroll work across the University. View a brief video from Provost Ana Mari Cauce for additional insight on the project.

For additional information, including a timeline and ways to be involved, visit https://f2.washington.edu/teams/hrp.


New Guidance for International Projects!

A new on-line resource, the International Projects Administrative Guide, is now available for faculty and staff who are planning and implementing international sponsored projects. It was developed by the Global Support Program with input from a range of UW programs that work abroad. The guide highlights:

  • Issues that may impact how an international project is budgeted
  • University of Washington policies and guidelines related to international work
  • Checklists, charts and contracts to use in planning, budgeting and implementing

To access the guide, see the Global Operations Support website at http://f2.washington.edu/fm/globalsupport/home


Credit Card Acceptance Contract Extended

Student Fiscal Services and Purchasing Services have come to an agreement with US Bank/Elavon to extend the merchant services contract covering the University. Major changes to the three year extension include the removal of the exclusivity clause, a reduction in the processing cost, and access to all merchants of Elavon’s premium reporting tool at no cost.

For questions about the contract, please contact Andrew Monusko at amonusko@uw.edu or Jen Kroleski at jkrolesk@uw.edu. or see the SFS website on acceptance of credit card payments at: http://f2.washington.edu/fm/sfs/creditcard


Save the Date!  UW Business Diversity Program’s Supplier Fair

The UW Business Diversity Program and Procurement Services are co-hosting the 8th Annual Supplier Fair On March 12th, 2014 in the HUB’s North & South ballrooms. It will be one of the largest supplier events yet.  Come and meet with our Small, Local, Diverse, eProcurement and UW Contracted suppliers. Come one, come two, come together! Mark your calendar today!

A formal invitation will be sent out this month.

Questions? Please contact: Angela Battle akbattle@uw.edu or (206) 543-0847


Are Maintenance Agreements and Warranties Taxable?

Maintenance agreements and warranties should always be taxed, even if the purchase they are related to is tax exempt.  For more information, please see the Equipment Inventory Office’s web sites:



Contact EIO at eio@uw.edu with questions.

New Use Tax Correction Web Form

Procurement Services has launched a new web form, linked out of Procurement Desktop Reports (PDR), where departments can submit requests to make corrections to either apply or reverse use tax that may have been incorrectly applied on the original transaction.

 For instructions on how to submit a request and to access the web form, please visit http://f2.washington.edu/fm/ps/how-to-pay/sales-tax%09


Procurement Desktop Report for eReimbursement 

Procurement Services added an eReimbursement Payment Information report with payment details that shows eReimbursement requests that have been paid:


Questions about this report can be directed to Procurement Customer Service at pcshelp@uw.edu or 206-543-4500.


New Procurement Services Policy Regarding Copier Leases

In order to consolidate copier leases and gain pricing and process efficiencies, new copier leases may no longer be processed through ProCard or the Non-PO Invoice mechanisms. Existing copier leases currently being paid with a ProCard or a Non-PO Invoice may continue to use these processes.

For new leases, please review the Managed Print Services website to learn more about the various copier equipment and service options.

http://f2.washington.edu/mps/home, or contact Procurement Customer Service at pcshelp@uw.edu or 206-543-4500.


Alert to Suppliers:  Scam Directed Towards UW Suppliers

The University of Washington has been experiencing numerous fraudulent emails to our suppliers posing as UW employees in an attempt to purchase items on behalf of the UW. The perpetrators of this scheme are requesting quotes but are not using typical UW processes to do so. More information about this scam is located here:

https://f2.washington.edu/fm/ps/home/procurement-services-news/supplier-news-and-promotions#supplier scam alert


Card Payment Methods Now Available

Banking & Accounting Operations now offers a gift card and a one-time prepaid cash card that can be used for various business purposes, such as paying research study participants.

For more information, please go to the BAO website and click on the link for Tango Card or US Bank Cash Card located in the left side navigation menu:  http://f2.washington.edu/fm/bao/


UW Equipment Information Card Web Form Now Available

The Equipment Inventory Office (EIO) has created a web form version of our Equipment Information Card (previously known as an Orange Card).  Using this form allows departments to submit equipment information directly to EIO from the web.  EIO will continue to accept the non-web form version of the Equipment Information Card through 12/31/13.  For more information see the webpage at:

https://f2.washington.edu/fm/eio/equipment-forms/eif. Please contact eio@uw.edu with any questions or concerns.


Enhancements to Grant Tracker

In November 2013 a number of new tools were added to GrantTracker, including the ability to find budgets by their eGC1 number, funding action number, or 10-digit organization code, restrict search results to budgets with a particular budget status or range of final action dates, sort search results by final action date, save the search results in a CSV format, and group similar budget data fields, including cost share data.

Please contact gcahelp@uw.edu for additional information.


M&E Tax Exemption Certificate

Effective 11/1/13, Machinery and Equipment (M&E) purchases in eProcurement require an official WA State Department of Revenue (DOR) M&E Certificate be attached to the order.  This will strengthen the University’s compliance with DOR requirements.  Detailed procedures of the new process can be found on the Equipment Inventory Office’s M&E Procedure – eProcurement webpage:


Please contact EIO at eio@uw.edu or (206) 543-4663 with questions.


Food Approval Information & Guidance

As a result of a collaborative effort between Procurement Services and campus customers, the Food Approval website was recently updated to improve the content and usability. For example, clarifying guidance is included for determining which budgets are approved for food and/or alcohol purchases, or whether there are restrictions.  Use the guidance on the new Food Approval web page to ensure that all expenses charged to University budgets are allowable and appropriate for the funding source: http://f2.washington.edu/fm/food-approval

Questions about this resource (or suggestions for improvement) can be directed to Procurement Customer Service at pcshelp@uw.edu or 206-543-4500.



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 reached $600.00 or more in the 2013 calendar year, those payments should be reported to the Procurement Services Tax Desk by January 3rd, 2014 for 1099 MISC reporting.

For more information please visit: http://www.washington.edu/admin/finserv/bankops/rschsubjects.html

or contact ten99@uw.edu


New Ariba Functionality: Payments to Individuals

Does your department create check requests to pay for honoraria, services, awards/prizes, or other payments to an individual? If so, GREAT NEWS!  Departments can now submit these payment requests electronically through a new form in Ariba, called Payments to Individuals (P2I).

Classes are now available. http://f2.washington.edu/fm/ps/training-events/classroom-training

Or, take our new P2I eLearning with optional labs: http://f2.washington.edu/fm/ps/training-events/independent-study

For more information go to: http://f2.washington.edu/fm/ps/how-to-pay/individuals