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Best Practices

The supplier should email the invoice to uwashington@ghxinvoicing.com rather than to Procurement. This is our permanent Workday process going forward.

There is not a specific list; it depends on several factors: the vendor, the budget, the item being purchased, etc.  

We are currently researching this question and look forward to having a definitive answer, soon.

We are currently researching this question and look forward to having a definitive answer soon. 

Additional funds should be added via change order, rather than to the initial replacement BPO. This is to make the audit trail and added scope trail clear for accounting purposes.

You may check the “Process History” tab for the routing status. A PO number will also appear in the “Sourcing” column on the line items when a PO has been issued.  

There is not a separate different process for UW Bothell or UW Tacoma subawards. They were included in the conversion effort, but you should still check them in Workday to ensure they converted correctly.

We are currently researching this question and look forward to having a definitive answer soon. 

A subrecipient must be both a Supplier and a Subrecipient in Workday. Follow instructions on adding a new Supplier. The subrecipient must also be designated as a subrecipient in Workday. If your subrecipient is not designated as a subrecipient in Workday, send an Award Portal request to Grant & Accounting (GCA) to request designatioin of anew subrecipient. Note: Entity must already be a Supplier in Workday. If the subrecipient is not in SAGE, have your subrecipient complete the New Subrecipient Entity Certification Form then, send that form to OSPsubs@uw.edu

All Purchase Orders are transmitted via email by Workday except catalog vendors, which are sent electronically via GHX. 

As part of the data conversion at go-live, Workday Supplier Contract & PO were created for open, active subaward BPOs in Ariba. The Workday PO number is the same as the Ariba BPO number. Please note, there are some Supplier Contracts and/or POs that could not be automatically created. Procurement and OSP are working on a process to address these situations and will communicate details as soon as possible. Please do not create a PO in Workday. Subaward POs have their own business process.

Contact the contract manager to correct the PO in order to avoid duplicate orders.  

You can type the supplier's invoice number in the Workday Search field and the SI Invoice number will come up if the invoice has been submitted. The purchase order will also show as partially invoiced, and you can see the invoice number on the line-item detail.

Please contact PCS Help (pcshelp@uw.edu) and they can check payment status for you and determine if the invoice needs to be resubmitted.

We will have a contract review intake form available to campus soon (currently in progress). Until then, the contract review process for P2I is to manually send them via Connect or email to Procurement. 

The invite is issued from UW supplier administrators but the sending email could be more than one or could change in the future, and should not be relied upon a permanent. Suppliers can be informed that the invitation is 1) issued with a subject line of "Invitation to Join the University of Washington Supplier Community," 2) is UW-branded to avoid an appearance of spam, and 3) includes the name of the supplier in the email content as it was identified by the unit in the Supplier Request Form.

Suppliers who submit an unsolicited registration (i.e., the link to register was obtained without a Supplier Request Form and therefore, without an official invitation from supplier administrators) are not processed.

Much like Ariba, suppliers can determine how a company or different areas of a company transact with the UW. Some are large companies with a single procurement intake point and single invoicing or Accounts Receivable team, while others are divided by mailing locations or divisions, and whether they choose to use the legal entity Taxpayer ID Number (TIN) or a subsidiary TIN. When asking for quotes, etc., it could be beneficial to review the locations available in Workday (if access allows) and point the supplier to the "For Suppliers" webpage if they have additional questions and need to contact supplier administrators at UW for clarity.

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

We are currently researching this question and look forward to having a definitive answer, soon.

Ariba is in read only status. 

Payment information you will not see in Payment Loop:

  •   Any transaction paid by wire
  •   When invoice number is more than 15 characters long

How to view the payment status in ARIBA for BPO, PO and Non-PO Invoice:
1.Search for your invoice
2.Check the ‘Status’ field.

       a.  If the status is ‘Reconciled’, some payment information may be available.
       b. If the status is ‘Reconciling’, the invoice reconciliation is still in process; payment information is not yet available

 3.  Click on the ‘Invoice ID’
 4.  Click on the ‘Reconciliation’ Tab
 5.  Click on the ‘ID’
 6.  Click on the ‘Payments’ Tab
 7.  Click on the ‘Payment Requests ID’
 8.  When available, the payment information should display under ‘Transaction Details’

Meaning of Checks Number prefix letters:
A - Paper Checks
R - ePayables Card
T - ACH Payments

How to view the payment status in Ariba for Payment to Individuals (XP), eReimbursements (XR) and eTravel Expense Reports (ER):

1. The Payment Details section is located towards the bottom of the Summary page.

Meaning of Checks Number prefix letters:
A - Paper Checks

E - Direct Deposit

We are currently researching this question and look forward to having a definitive answer, soon.