Click on a question below to view the answer. Limit the results by entering a search term.

What is the status of my field advance?

Please log in to the field advance dashboard to review the status of a field advance you have requested or approved. Check the appropriate box in the left-hand corner of the screen to view the field advances on the dashboard.

To determine the status, locate “Status Description” on the dashboard.  Below it defines what each status represents:

In Process – The request has not been submitted for departmental approval; the custodian can still edit the request

Departmental Approval Required – The request is pending departmental approval; the custodian should contact the approver to approve the request

Central Office Approval and Processing – The field advance desk received request and it is pending their review

Waiting Funding – The field advance desk has approved the request and the funding is in pending/in progress

Current – Field advance processed and funded

 

 

Can I change the Reviewer?

The Reviewer on the field advance request is also the Reviewer for the reconciliation.  If the Reviewer is no longer with the department, please contact the field advance desk to change.

What happens if the supplier I choose to fill my Non-Catalog order is not Ariba Enabled?

The Send PO to field appears for the line item as you are adding if the supplier you select is NOT Ariba Enabled. You will need to enter an EMAIL (preferred) or a fax number into the Send PO To field for the supplier that specifies where the order should be sent. This is called a Manual Order. Procurement Services will email a PDF of the EI order and any attachments that have been marked as Visible to Supplier to the email address you provide. You (the preparer) and the requester (if you submit this on behalf of someone else) will be copied on the EMAIL from Procurement Services. It is very important that the EMAIL/fax information in the Send PO To field be valid. A bad email address or fax number can cause delays in processing your order.

How do I return funds?

After the spend down is submitted, funds that remain on the per diem debit card, cash or check are to be returned. 

The Requested – Total Submitted – Total Posted = Amount Remaining (ALL returned funds)      

If there are remaining funds on the per diem debit card, the field advance desk will remove from the card. 

If returning cash/check, please contact the field advance desk. 

What does Ariba Supplier Enablement mean to you if you have been placing Non-Catalog orders?

You will only notice a change if you have been placing “manual” Non-Catalog orders in eProcurement to a supplier who becomes Ariba Enabled. If you primarily place orders using eProcurement catalog suppliers (either Punchout or Hosted), nothing will change because these suppliers have always been Ariba-Enabled.

Is the Western Union per diem card reloadable?

Yes, a Custodian can have multiple field advances as long as they are not overdue.  The field advance must be reconciled in the order received.  In addition, the dates of the receipts must match the date range the advance was open to final accounting date. 

How do I add another person to my field advance?

Additional UW employees are only added as the Requestor to monitor or reconcile a field advance.

To add additional Requester:

  1. Log onto your field advance dashboard
  2. Click on your field advance number (blue link)
  3. Click on “Manage Additional Requestors” at the top of the page
  4. Type in name of requestor
  5. Click “Add”
We are running low on banking deposit slips, can you tell me the best way to receive more of them?

Please see the Banking and Accounting Operations website https://finance.uw.edu/bao/ and click on Cash Receivables and select Cash/Check Deposits title to find instructions on how to order deposit slips.

How do I order more deposit bags?

Please see the Banking and Accounting Operations website https://finance.uw.edu/bao/ and click on Cash Receivables and select Cash/Check Deposits title to find instructions on how to order deposit bags.

My vendor didn't charge tax but probably should have. Where do I enter the tax on my Non-PO Invoice?

Enter shipping, handling, discounts and tax exactly as listed on the invoice.

If there is no tax listed on the invoice, enter $0 in the sales tax line.

ARIBA has built-in functionality to check for Use Tax. DO NOT calculate Use Tax and enter it in the sales tax line. Doing so will pay the sales tax directly to the supplier, who did not invoice for it.

How do I correct a CT that was submitted incorrectly?
  1. You will just need to create a new CT online but use the exact same CT number, bank sequence #, date, etc.
  2. Enter the original entry as a credit(minus) amount using the same budget number and object code as the original submission
  3. On the second line enter the line using the desire budget number and object code and the amount as a debit
  4. The total of the CT will be zero. Then submit
How do you deposit a check?

Here is the link on how to deposit a check: http://f2.washington.edu/fm/bao/creating-deposit

How do you fill out the Cash Transmittal (CT) form?

Go to the Cash Transmittal webpage and click on CT Form: https://finance.uw.edu/bao/cash-receivables/cash-transmittals.

You will find instructions on how to fill out CT form there. 

How can I tell if my compuer is running the 64-bit version of Windows or 32-bit version?

To find out if your computer is running a 32-bit or 64-bit version of Windows in Windows 7 or Windows Vista, do the following:

  1. From your Control Panel, go to “System and Security” and click on “System”.
  2. Under System, you can view the system type.

If your computer is running Windows XP, do the following:

  1. Click Start.
  2. Right-click “My Computer”, and then click “Properties”.
    If "x64 Edition" is listed under System, you're running the 64-bit version of Windows XP.  If you do not see that, you are running the 32-bit version.
Is the PIN Optional when using the UW Individual Travel Card?

For any card that falls under company US01745 (UW Corporate Travel Accounts), the Pin is optional; it may not be requested at the point of sale.  It is up to the merchant whether or not they require the Pin. It is an extra added layer of security.

How can I tell if my supplier is part of the ARIBA Network?

Use the Supplier Search report (B.I. Portal). You can search by the supplier name, starting letter of the supplier name or six-digit supplier (vendor) number. If the supplier is transacting with UW on the ARIBA Network, the ARIBA Network column will show a Y for "Yes." If the supplier is not part of ARIBA Network, the column will show N for "no."

 

What is our routing number?

Domestic or International?

Email bankrec@uw.edu

Is there a preferred internet browser for the use tax correction form?

Internet explorer works best with this application, IE8 or higher with "compatability mode" turned off. Firefox and Chrome will also work.

What is the difference between ACH and Wire when receiving funds?

ACH (Automated Clearing House or Electronic Fund Transfer) – is for domestic transaction sent to UW within the United States. UW use the ACH transaction for more cost efficiency.

WIRE – is for international transaction sent to UW outside United States.

What do I use for the GL/Exp/Rev Code when submitting a CT?

Here is the link for the list of Revenue Code. http://f2.washington.edu/fm/fr/references/revenue-codes

Here is the link for the list of Expense Code. http://f2.washington.edu/fm/fr/references/object-codes

If this is a grants budget please contact gcahelp@uw.edu if not please contact the department budget manager and if the department has not department manager please contact the budget office.

What is our IBAN number?

We do not have a EURO Zone Bank Account only US Base Bank Account therefore we do not have IBAN.

How can I clear my internet cache?

Here is a summary of the commands to use in each of the respective browsers to override cache.

Firefox: command + shift + R
Chrome: shift + f5
Safari: shift + (the reload button)
Internet Explorer: ctrl + f5

Using these commands, you will be able to bypass the cache maintained by your browser.

Internet Explorer is not working right with ARIBA. What can I do?

ARIBA is not currently compatible with 64-bit versions of Internet Explorer. We have worked with Nebula to offer a Mozilla Firefox browser that is optimized for ARIBA.

Download instructions and more information is available at http://f2.washington.edu/fm/ps/NebulaUpgrade

During Biennium, when will you see transactions in MyFD?

During dual biennium processing, Ariba transactions for old and new biennium are viewable each day in the financial system. FAS processes transactions for one biennium per night. Those transactions are viewable in MyFD and the FIN driver on the following days:

FAS Accounting Months

  • Month 24 = Old biennium transactions processed in June
  • Month 25 = Old biennium transactions processed in July
  • Month 01 = July transactions - first month of the new biennium
  • Month 02 = August transactions
What Browser should I use for PDR?

Internet Explorer is the recommended browser for PDR
Firefox and Chrome will also work