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Invoicing

If a sponsor hasn't received the invoice within a week of its issuance, we may not have the correct mailing or email address on file for them. If a sponsor expresses concern over not having received an invoice, please forward their message to gcahelp@uw.edu and we will follow up with them.

When there is a question regarding a payment made to a grant/contract budget, email gcahelp@uw.edu or submit a question using Grant Tracker.

Normally GCA (Grant and Contract Accounting) initiates and mails invoices for grants and contracts that require billing.

At times, however, GCA needs department input to complete invoicing:

If a budget is set up for milestone invoicing, GCA relies on the department to inform us that a deliverable has been completed and an invoice can be issued.

Some sponsors require detailed backup that GCA has no access to (e.g. receipts, timesheets, or activity reports). In these cases GCA will prepare the invoice and then route it to the department via Grant Tracker to provide the needed backup and route to the sponsor.

For clinical trial budgets, the department is responsible for invoicing.

Invoices are linked from a budget's Grant Tracker Budget Information page. Click on the invoice number hyperlink to download a PDF copy.

Two caveats:

  • If a sponsor has a unique invoice template rather than one of our standard formats, the actual invoice sent to the sponsor will not match our internal invoice as shown on Grant Tracker.
  • Grant Tracker updates overnight, so invoices will appear the day after they are issued in our invoicing system.

GCA cannot issue invoices on a budget in advance status because we do not yet have a fully executed agreement between UW and the sponsor confirming the terms of the agreement. However, in rare cases we can make an exception if the sponsor themselves request it, e.g. so they can pay the award or a portion thereof in advance or if they need to complete payment during an expiring fiscal period. In these cases, please contact GCA via Grant Tracker or email to gcahelp@uw.edu.

The remittance address for check payments for a grant or contract is:

University of Washington
Grant and Contract Accounting
12455 Collections Drive
Chicago, IL 60693-0001

NOTE: Payments for clinical trials and other "pay in advance" projects should not be sent to this address.  Instead, they should be directed to the PI, research coordinator, or fiscal personnel in the PI's department.

If a department receives a payment for a grant or contract budget, please send it to GCA via campus mail at Box 354966.

If the sponsor contacts the department for backup detail on a particular invoice (e.g. receipt copies for travel or equipment expenditures), the department may respond to them directly. Otherwise, please forward the communication to gcahelp@uw.edu.

To ensure checks are applied to sponsored project activity in a timely manner while we are working remotely, please send checks directly to our lockbox:

University of Washington
Grant and Contract Accounting
12455 Collections Drive
Chicago, IL 60693-0001

Be sure to write the budget number near the memo line on the check and forward all supporting documentation to gcacash@uw.edu. We plan to resume normal operations (GCA campus mailbox 354966 or hand delivery) once the University’s recommendation to telework is lifted.

Invoices generated by GCA’s invoicing software are automatically updated to a budget’s Grant Tracker Budget Information page the day after they are created. If you do not see an invoice you are expecting, please send a Grant Tracker question under the Invoicing topic.

Check the budget information page in Grant Tracker. In the Financial Information section, the last three items, Invoice, Receipt and Open, reflect the cumulative amount invoiced, the total payments received from the sponsor, and the amount remaining unpaid. Also, you may check if a specific invoice has been paid by scrolling down to the Invoices section and checking the Open Amount column. 

    Please forward the request to gcahelp@uw.edu so that we can provide the information and sign off on any forms the sponsor requires.

    Unfortunately GCA cannot accept credit card payments. Sponsors may pay by check (including cashier’s check) or wire/ACH.

    By default charges to parent and sub-budget(s) are combined on a single invoice. However, if a sponsor requests separate invoicing for a sub-budget, please notify GCA via a Grant Tracker in the Invoicing topic, and we can accommodate their request.

    Notify GCA by Grant Tracker in the Invoicing topic or by forwarding the sponsor’s email to gcahelp@uw.edu. We will follow up with them to locate the payment.

    Note that GCA does not issue a final invoice until the Final Action Date has passed. Departments are required to ensure that all expenditures have posted by then, and if that is impossible to notify GCA of the pending charges on or before that date. However, if there are additional charges the department was unaware of at the Final Action Date and the sponsor provides written confirmation they will accept a revised final invoice, GCA will invoice the additional charges. Please submit a Pending Transactions Detail Form via Grant Tracker along with your sponsor confirmation to request a supplemental invoice.

    When a sponsor discovers an unallowable expense, it is the department’s responsibility to transfer it off their budget as soon as possible. The transfer will result in a credit on the next invoice issued. Because of this, we discourage sponsors from short-paying invoices. Instead, we prefer to void the invoice with the unallowable charge and issue a replacement after the charge has been removed.