Frequently Asked Questions

You do so by emailing AmazonBusiness@uw.edu, and we will have Amazon send you a request to confirm your email address and start using your account. Make sure to include the following set of information below in your email:

a. Name of your group

b. Name and email address of the person who will be an Administrator in your Group; you can have more than one Administrator for a group.

c. Names and email addresses of other users to be added to your group and their roles (Requisitioner or Administrator or both)

We will respond with an invitation within 24‐48 hours unless he has additional questions. Any of the above roles can be changed later if needed.

Yes, as with the Prime Two‐Day shipping benefit, it is only limited to eligible items displaying “Free Two‐Day Shipping” next to their price. Items must be sold or fulfilled by Amazon to be eligible for Free Two‐Day Shipping by Amazon. Gift cards and some oversized and / or heavy items are not eligible. Learn more about eligibility restrictions at: http://www.amazon.com/gp/help/customer/display.html/ref=b2b_faq_ot_pf?ie=UTF8&nodeId=201733090

Amazon Business provides an efficient and easy shopping experience, however, in the Amazon Business Accounts Terms and Conditions (June 22, 2018 edition), they stated that they are currently not able to accept federal flow downs terms and conditions.  Based on that, we are advising our campus customers to keep the purchases with Amazon Business Prime under the current Procard single transaction limit of $3,500.

Follow the steps in response to Question 2 but also inform us at AmazonBusiness@uw.edu that you have an existing Prime account and provide the log in email address for that account. When we invite you using that same email address, you have the option of importing all your existing ordering history over to your Business account. If you use your personal email address for your Prime membership, you would need to use a UW email address to set up the Business Account and should use your personal Prime account for personal shopping only.

If you have recently purchased a Prime Member for the sole purpose of your departmental purchases (not personal) and have barely started using the free two‐day shipping benefit, then Amazon will provide a prorated refund based on the estimated amount of shipping benefits already used with that Prime account. If you are near the expiration of your Prime membership, we recommend that you let the Prime membership expire and instead of renewing, set up an Amazon Business account. Anyone who is seeking a refund for Prime will need to contact Business Customer Support. Refunds are based on how much of the Prime shipping benefits that have been used to date.

Amazon Business Customer Support: (888) 281‐3847

Yes, and furthermore, if you have already established that as part of your Prime account profile, all that detail will simply transition over to your new Amazon Business account.

If a user has set up a business account they will need to de‐register that account before the can be invited to the main account. If they are the only person on the business account they can do this through the website. However, if they have invited other users to their account Amazon Customer Support will have to help them. Here is the link to the process. http://www.amazon.com/gp/help/customer/display.html/ref=b2b_q_3340?ie=UTF8&nodeId=201633340When the user selects ‘de‐register’ the system will detect if they are a single user account or multi user account and direct them down the appropriate path.

Please contact AmazonBusiness@uw.edu once you have successfully de‐registered your existing Business account so we can invite you under the UW Master Account.

Screen shot of where to select de‐register:

First, there is no more reason to sign up for a personal Prime account since one of the benefits of the UW Amazon Business Prime is the same two-day shipping benefits as the personal Prime Account. Amazon Prime was designed to be a personal shopping solution and is not appropriate for conducting UW business.

If you have recently purchased a Prime membership for the sole purpose of your departmental purchases (not personal) and have barely started using the free two-day shipping benefit, Amazon will provide a prorated refund based on the estimated amount of shipping benefits already used with that Prime account.

If you are near the expiration of your Prime membership, we recommend that you let the Prime membership expire and instead of renewing and set up an Amazon Business account.

Anyone who is seeking a refund for Prime will need to contact Amazon Business Customer Support. Refunds will be based on how much of the Prime shipping benefits that have been used to date.

Amazon Business Customer Support:(888) 281-3847

Under RCW 84.36.050, the UW, which includes UWMC, is exempt from property tax on real or personal property owned or used by the University in this state if used for educational purposes. Therefore, we do not have or need an exemption certificate.

However, if we are leasing, there may be a different set of rules, which depends on the type of lease. Please refer to the lease agreement between the University and supplier.

*Note: Harborview Medical Center (HMC) is not considered a UW entity for these purposes.

No, the University cannot send checks in foreign currency. 

Box 354967

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.

As a state institution, we do not issue money orders or cashier's checks.

The catalog web page lists all the suppliers that have a catalog available in Workday at 

https://finance.uw.edu/ps/how-to-buy/ariba/catalog-purchases 

Yes, Guy Brown is currently a catalog vendor in Workday. 

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.  

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

You may order directly from Digi-Key on a purchase order using a quote.  

Unfinished verifications should show as a "draft." To find drafts, see the guide on the ProCard web page here, under "ProCard News" https://finance.uw.edu/ps/how-to-buy/procurement-card

A change order will need to be issued in order to do this. In Workday, only Procurement Contract Managers can create change orders or close POs. Visit this webform in the UW Connect Finance Portal to request a change or close: https://uwconnect.uw.edu/finance?id=sc_cat_item&sys_id=df0175731ba1b5d0cc990dc0604bcbed. 

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

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.

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.

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

Subawards are not subject to Biennium rules; however, invoices should be paid in the correct accounting period regardless of fund type.