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Here is a summary of the commands to use in each of the respective browsers to override cache.

Firefox: command + shift + R
Chrome: shift + f5
Safari: shift + (the reload button)
Internet Explorer: ctrl + f5

Using these commands, you will be able to bypass the cache maintained by your browser.

If a new card is ordered on a field advance request, it takes up to 5-7 business days to arrive.  We will notify the custodian and cardholder when we receive the Western Union debit card.  The card will be available for pick up at our office or, we can send via campus mail.

Once the card is received by the cardholder, the field advance desk must be notified by email at: so, it can be activated and loaded with funds.

In the latest release of Ariba, 9r2, the Shopping Cart icon behaves the same as clicking the Checkout button. The Summary Page provides you with full edit access to all fields of the request, including the Title, Hold Until, and On Behalf of fields. The Shopping Cart only allowed edits of quantity and line item information.

Additional UW employees are only added as the Requestor to monitor or reconcile a field advance.

To add additional Requester:

  1. Log onto your field advance dashboard
  2. Click on your field advance number (blue link)
  3. Click on “Manage Additional Requestors” at the top of the page
  4. Type in name of requestor
  5. Click “Add”

To add a file with no additional spend down:

  • Log on to your field advance dashboard
  • Click on the pencil icon under "Edit SpendDowns"
  • Click on "Create New SpendDown" Under the "SpendDowns" tab
  • Attach your file
  • Type, "0.00" under "SpendDown Amount in US Dollars"
  • Click "Save"
  • The "In Process" yellow tab will expand and if there are no additional spend downs, click "Submit" under "Submit for Approval"

The receipts must be uploaded and saved before the budget number and object code is entered into the system. 

The “In Process” yellow tab will expand.  To enter the budget number to charge, click on “New Detail”.  Enter the budget number and select the object code.  After the information is entered, click “Save Detail” and confirmed, a new line will appear to enter another expense item.  PCA Task, Option & Project are optional.  

Several years ago based on campus user requirements, we created a customization to ARIBA to include the Date Attached timestamp field because the out-of-the box software did not have a field that recorded when an attachment was added.

In release 9r2, ARIBA added the Date Created field for attachments, so currently there are 2 dates for attachments:

  • Date Attached – UW Customization
  • Date Created – ARIBA 9r2 Enhancement

The fields are calculated differently and are populated at different times. The new Date Created field appears immediately when the user adds the attachment but has not submitted yet. The Date Attached column is blank before Submit, but then displays when you go back and view the transaction.

In a future release of the ARIBA system, we will be removing the Date Attached customized field and keeping the ARIBA Date Created field.

The Reviewer on the field advance request is also the Reviewer for the reconciliation.  If the Reviewer is no longer with the department, please contact the field advance desk to change.

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. 

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.

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. 

Review the status of your invoice in the My Documents section under the Invoicing tab. Refer to the chart below and the "Recommended Actions."

Composing An invoice currently being entered into ARIBA Non-PO, but not yet Submitted Review the entered information for accuracy, then click the Submit button on the Summary page.
Submitted An invoice submitted for payment and in review with the Approver or Central Office Check the Approval Flow to see which box is Active. Contact that person or group to process the approval.
Reconciling An invoice in review with Central Office for an inconsistency (i.e. a tax variance) Contact Procurement Customer Service at and provide the Non-PO Invoice number.
Reconciled An invoice Central Office reviewed and approved. (Changes may have been made to the total invoice amount, depending on the variance Nothing. Invoice has been sent.
Paying Invoice is paid within 2 business days Check the Non-PO Payments report in Procurement Desktop Reports (PDR).

Can you please provide the following information so we can process your order?

  • I will need a copy of the very last deposit slip from the very last deposit book you have.
  • How many carbons copy do you need with your deposit slips? (up to three carbons are available)

The delivery address determines the sales tax rate that is applied to your Non-PO invoice, when applicable. ARIBA will always use the delivery address to cross check the sales tax entered on the invoice. For this reason, always add the address where the goods physically shipped to.

We will need the following information before we can provide the account information:

  • How much are you expecting in USD?
  • When are you expecting the funds?
  • Who is sending the money? Name and Address
  • Is this a Domestic or International transaction?

How many deposit bag do you need?

  • What size do you need?
    • Checks, Currency and Coin (limited only up to $25 coins)
      • Small (BAUB13 – 9X13)
      • Large (BAUB17 – 12X17)
    • Coin Bags (only for coins NO currency)
      • BACOIN25 (11X12) – (limited only up to $50 coins)
      • BACOIN50 (14X17) – (limited only up to $100 coins)

How many deposit bag do you need?

  • What size do you need?
    • Checks, Currency and Coin (limited only up to $25 coins)
      • Small (BAUB13 – 9X13)
      • Large (BAUB17 – 12X17)
    • Coin Bags (only for coins NO currency)
      • BACOIN25 (11X12) – (limited only up to $50 coins)
      • BACOIN50 (14X17) – (limited only up to $100 coins)
  1. You will just need to create a new CT online but use the exact same CT number, bank sequence #, date, etc.
  2. Enter the original entry as a credit(minus) amount using the same budget number and object code as the original submission
  3. On the second line enter the line using the desire budget number and object code and the amount as a debit
  4. The total of the CT will be zero. Then submit

Go to the Cash Transmittal webpage and click on CT Form:

You will find instructions on how to fill out CT form there. 

To find out if your computer is running a 32-bit or 64-bit version of Windows in Windows 7 or Windows Vista, do the following:

  1. From your Control Panel, go to “System and Security” and click on “System”.
  2. Under System, you can view the system type.

If your computer is running Windows XP, do the following:

  1. Click Start.
  2. Right-click “My Computer”, and then click “Properties”.
    If "x64 Edition" is listed under System, you're running the 64-bit version of Windows XP.  If you do not see that, you are running the 32-bit version.

Domestic or International?


ACH (Automated Clearing House or Electronic Fund Transfer) – is for domestic transaction sent to UW within the United States. UW use the ACH transaction for more cost efficient.

WIRE – is for international transaction sent to UW outside United States.

Here is the link for the list of Revenue Code.

Here is the link for the list of Expense Code.

If this is a grants budget please contact if not please contact the department budget manager and if the department has not department manager please contact the budget office.

During dual biennium processing, Ariba transactions for old and new biennium are viewable each day in the financial system. FAS processes transactions for one biennium per night. Those transactions are viewable in MyFD and the FIN driver on the following days:

FAS Accounting Months

  • Month 24 = Old biennium transactions processed in June
  • Month 25 = Old biennium transactions processed in July
  • Month 01 = July transactions - first month of the new biennium
  • Month 02 = August transactions