How do I go about invoicing external customers?
Please contact Procurement Services for assistance in setting up suppliers for billing.
Am I stuck with my rates for a full year once they have been approved?
No. Centers are allowed to submit mid year rate adjustments at any point throughout a center's rate cycle.
W9 Forms
On occassion a center may be asked by an external customer to complete a W9 form before a payment can be received. For more information on how to fill out a W9 visit the following link.
What is the difference between encumbrances and accrued expenses?
Encumbrances are not the same as accrued expenses. Encumbrances can represent a number of things, but are most commonly used to represent an outstanding obligation or commitment. These figures can be used for planning and or budgeting purposes, but they do not represent actual expenditures.
Tech Recharge Fee on Service and Recharge Centers
Current University guidelines allow for the Technology Recharge Fee to be included on approved service and recharge center budgets, see https://www.washington.edu/uwit/services-2/recharge/. The percentage of the Tech Recharge Fee to the center should not exceed the FTE percentage of the associated employee assigned to the center. For example, if an employee is assigned 50% to the service/recharge center, the percentage of the Tech Recharge Fee charged to the service/recharge center should not exceed 50% of t
Can I purchase food on my center budget?
Food purchases are unallowable on service and recharge center operating budgets unless the following exceptions apply:
Recharge Center Variance Analysis *ON HOLD
*ON HOLD. At this time, the variance analysis process has been replaced by monthly financial reporting at the Cost Center level and will eventually include the Quarterly Financial Report.
Capital Lease Policy - Recording Payments
Capital leases essentially represent capital acquisitions and therefore must be handled in a like manner. Additionally, capital lease payments may not provide an accurate representation of the center’s depreciation for the asset(s). For this reason service and recharge centers’ capital lease principle payments must be charged to the center’s reserve account (budget) and not to the center’s operating account (budget). To recover the cost of the asset(s) the center must determine the appropriate annual center depreciation
Rate Proposal Escalation
Service and Recharge Centers are responsible for submitting rate proposals in a timely manner. Beginning March 2014 MAA will begin sending courtesy emails to the Service Center contacts reminding them of the need to submit a new rate proposal. This email will be sent approximately 6 weeks prior to the expiration of the current rates.
Quarterly Report Escalation *ON HOLD
*ON HOLD. The quarterly report requirement is on hold until a Workday equivalence can be found. Please continue to support the monthly financial reporting at the Cost Center level.
Beginning with Quarter 3 2014 MAA began sending delinquent letters to the Service Centers contact and cc the corresponding Dean/VP Office. The letters will be sent 8 weeks after the quarter ends to give centers time to finalize the report.