Invoicing

Payment information for invoices issued by GCA is available on the award's Budget Information page on the Grant Tracker website. Any unpaid amount will be listed in the "Open" column in the Financial Information section. The Invoices section lists all invoices issued by amount, with any open amount for each, and the Payments section provides details on individual payments, including which invoices they were applied to and the date payments posted. 

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

If a department receives a payment for a grant or contract budget, please send it to the Chicago remittance address. Be sure to write the budget number near the memo line of the check and forward a PDF copy of all supporting documentation to gcacash@uw.edu.

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.

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.

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.

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.

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.

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.