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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.

You must pay the full balance on the card by the next billing statement.

The UW Travel Card is issued by JPMorgan Chase directly to the user. As such, it is governed by a contract that is solely between JPMorgan Chase and the cardholder. Cardholders are personally responsible for paying all charges on the UW Travel Card.

The contract between the cardholder and the bank requires full payment of the balance by the next billing statement, and if the cardholder fails to do so, late fees begin to incur at 60 days past due and the card is suspended.

Upon receipt of complete and proper documentation, the UW Travel Office reimburses official UW travel expenses in a timely manner through the online eTravel system. As a condition of accepting reimbursement from the UW, cardholders agree to use all of the reimbursement money to pay the charges in full on the UW Travel Card.

If there is a balance on the UW Travel Card, and the reimbursement money is not used to pay the balance in full, the cardholder will be subject to corrective actions for violating the terms of this policy, and will be subject to proceedings under the State Ethics Act. Using travel reimbursements for anything other than paying the corresponding travel charges constitutes fraud and will lead to corrective actions which may also include dismissal.

The contract between the cardholder and JPMorgan Chase permits communication between the bank and UW about the status of payments to the bank, including when cardholders do not honor the obligation to pay the statement balance in full by the due date. If the UW receives notice that a statement balance has not been paid in full by the due date, UW Corporate Travel Services will contact the cardholder and the department administrator to facilitate payment. 

Enter shipping, handling, discounts and tax exactly as listed on the invoice.

If there is no tax listed on the invoice, enter $0 in the sales tax line.

ARIBA has built-in functionality to check for Use Tax. DO NOT calculate Use Tax and enter it in the sales tax line. Doing so will pay the sales tax directly to the supplier, who did not invoice for it.

  • An account becomes 60/90 days past due. 
  • Two (2) dishonored checks issued to JPMorgan Chase or reversal of two electronic payments routed to the bank. 
  • An account is repeatedly delinquent. 
  • Travel reimbursement is not used to pay all corresponding charges on the account. 
  • Using the card for personal charges. 
  • Individual is no longer on the University payroll (e.g. resignation, leave of absence without pay, etc.). 
  • Eighteen months with no account activity. 
  • Failure to comply with UW and State of Washington travel regulations.

If your account is terminated for delinquency, non-payments, improper use of reimbursements, or using the card for personal charges, the account cannot be reinstated.

Add the amount listed on the invoice.

ARIBA will automatically calculate the correct tax rate, based on the delivery address you entered on the first page, and charge the appropriate tax to your budget.

If the supplier billed less than the current tax rate, they will receive payment for the amount of tax that they invoiced. The remaining amount will be paid to the State of Washington as Use Tax.

If the supplier billed more tax, ARIBA will short-pay the invoice to the correct tax rate and only that amount will be paid to the supplier.

Cardholders must make sure the outstanding balance is paid in full to the bank and the card is turned in to the department upon separation. Any remaining default is to be charged to the University, the department will then be responsible for any remaining default owed.

All documents related to the UW Travel Card may be fully disclosed as a public record to the extent provided for by the Public Disclosure Laws.

Please log in to the field advance dashboard to review the status of a field advance you have requested or approved. Check the appropriate box in the left-hand corner of the screen to view the field advances on the dashboard.

To determine the status, locate “Status Description” on the dashboard.  Below it defines what each status represents:

In Process – The request has not been submitted for departmental approval; the custodian can still edit the request

Departmental Approval Required – The request is pending departmental approval; the custodian should contact the approver to approve the request

Central Office Approval and Processing – The field advance desk received request and it is pending their review

Waiting Funding – The field advance desk has approved the request and the funding is in pending/in progress

Current – Field advance processed and funded

 

 

NOTE: Charges for personal travel are not allowed on an Individual Travel Card.

Adding personal time/travel with a business trip is allowable only when all of the following conditions exist:

  • The primary purpose of trip is official UW business
  • Approved leave is used during personal portion
  • UW does not incur any extra expenses beyond what it would normally incur

Click the Read More... link to review the Travel Office policies and guidelines for combining personal time/travel with a business trip.

In addition to ensuring the University of Washington is on the most current release of the Ariba software, the following enhancements are included in the 9r2 release of Ariba:

  • For invoices rejected AFTER the upgrade to 9r2, the Invoices Tab of the BPO will show a status of Rejected instead of Reconciled. For those invoices, you will no longer have to navigate to the Invoice detail and then to the Invoice Reconciliation tab to determine if an invoice has been rejected. For invoices reconciled after the  9r2 implementation, the status of Reconciled, means that the invoice has been released for payment.
  • You can search for invoices with a status of Rejected in the Invoice search interface. Only invoices that were Rejected after the deployment of 9r2 will be displayed.
  • If you are an approver for a budget or organization, you can access all approvable types through Manage -> My To Do from the blue command bar. This provides approvers with the ability to quickly access all To Dos in once place. After selecting this option, you can either view all of your To Dos by scrolling through them, or you can filter the display by Approvable Type (i.e., Card Application, Card Limit Increase, Contract Request, Requisition) and other options such as Title, ID, Date Created, Date Submitted, Preparer, and Requester.

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: fieldadv@uw.edu so, it can be activated and loaded with funds.

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.  

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”
  • Mozilla Firefox 

  • Chrome 

  • Safari 

  • Mobile Safari 

  • Microsoft Internet Explorer *

*Ariba is not currently compatible with IE in 64-bit mode, as well as the Edge browser in Microsoft's new Windows 10 operating system.

Additionally, the client's operating system should not matter. If the OS carries the supported IE version (for example, Windows 7 with IE8 ), this is a supported combination.

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.

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.

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. 

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. 

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)

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.

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)