Click on a question below to view the answer. Limit the results by entering a search term.

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)

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

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.

Go to the Cash Transmittal webpage and click on CT Form: https://finance.uw.edu/bao/cash-receivables/cash-transmittals.

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

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.

Domestic or International?

Email bankrec@uw.edu

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. http://f2.washington.edu/fm/fr/references/revenue-codes

Here is the link for the list of Expense Code. http://f2.washington.edu/fm/fr/references/object-codes

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

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

STATUS Definition RECOMMENDED ACTION
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 pcshelp@uw.edu 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).

We do not have a EURO Zone Bank Account only US Base Bank Account therefore we do not have IBAN.

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.

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

Check the Supplier Search Report in the Procurement Desktop Reports to determine if the supplier is registered in the vendor database. 

No. Effective 11/1/2013, equipment purchases are not allowed using the Non-PO Invoice or eReimbursement modules of Ariba. M&E object codes will still be visible in these modules, but they should not be selected. If M&E codes are used, the transaction will be rejected to the department. Eventually, the M&E codes will be completely removed from these two modules of Ariba to eliminate confusion.

You may use the UW Travel Card only for expenses related to the following official UW business while on travel status:

  • UW business related travel expenses such as airfare, lodging, meals, registration, car rental, ground transportation and miscellaneous travel expenses. 
  • Meals associated with hosting and entertaining, however a ProCard is the preferred method for these types of purchases. (Reimbursement is based on department approval and funding source.) 
  • UW business related expenses such as photocopying and faxing however a ProCard is the preferred method for these types of purchases.

In addition, you may use the UW Travel Card for non-reimbursable expenses where it is not practical for a merchant to separate the non-reimbursable charges onto a different bill (e.g., in-room movie or mini-bar charges).

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. 

  • 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.

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.

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.

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.