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.
Click on a question below to view the answer. Limit the results by entering a search term.
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.
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.
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.
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.
Can you please provide the following information so we can process your order?
- I will need a copy of the very last deposit slip from the very last deposit book you have.
- How many carbons copy do you need with your deposit slips? (up to three carbons are available)
We will need the following information before we can provide the account information:
- How much are you expecting in USD?
- When are you expecting the funds?
- Who is sending the money? Name and Address
- Is this a Domestic or International transaction?
Review the status of your invoice in the My Documents section under the Invoicing tab. Refer to the chart below and the "Recommended Actions."
| STATUS | Definition | RECOMMENDED ACTION |
|---|---|---|
| Composing | An invoice currently being entered into ARIBA Non-PO, but not yet Submitted | Review the entered information for accuracy, then click the Submit button on the Summary page. |
| Submitted | An invoice submitted for payment and in review with the Approver or Central Office | Check the Approval Flow to see which box is Active. Contact that person or group to process the approval. |
| Reconciling | An invoice in review with Central Office for an inconsistency (i.e. a tax variance) | Contact Procurement Customer Service at pcshelp@uw.edu and provide the Non-PO Invoice number. |
| Reconciled | An invoice Central Office reviewed and approved. (Changes may have been made to the total invoice amount, depending on the variance | Nothing. Invoice has been sent. |
| Paying | Invoice is paid within 2 business days | Check the Non-PO Payments report in Procurement Desktop Reports (PDR). |
How many deposit bags do you need?
- What size do you need?
- Checks, Currency and Coin (limited only up to $25 coins)
- Small (BAUB13 – 9X13)
- Large (BAUB17 – 12X17)
- Coin Bags (only for coins NO currency)
- BACOIN25 (11X12) – (limited only up to $50 coins)
- BACOIN50 (14X17) – (limited only up to $100 coins)
- Checks, Currency and Coin (limited only up to $25 coins)
The delivery address determines the sales tax rate that is applied to your Non-PO invoice, when applicable. ARIBA will always use the delivery address to cross check the sales tax entered on the invoice. For this reason, always add the address where the goods physically shipped to.
- You will just need to create a new CT online but use the exact same CT number, bank sequence #, date, etc.
- Enter the original entry as a credit(minus) amount using the same budget number and object code as the original submission
- On the second line enter the line using the desire budget number and object code and the amount as a debit
- The total of the CT will be zero. Then submit
Here is the link on how to deposit a check: http://f2.washington.edu/fm/bao/creating-deposit
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.
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.
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.
We do not have a EURO Zone Bank Account only US Base Bank Account therefore we do not have IBAN.
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
Check the Supplier Search Report in the BI Portal to determine if the supplier is registered in the vendor database.
No. Effective 11/1/2013, equipment purchases are not allowed using the Non-PO Invoice or eReimbursement modules of Ariba. M&E object codes will still be visible in these modules, but they should not be selected. If M&E codes are used, the transaction will be rejected to the department. Eventually, the M&E codes will be completely removed from these two modules of Ariba to eliminate confusion.
Mozilla Firefox
Chrome
Safari
Mobile Safari
Microsoft Internet Explorer *
*Ariba is not currently compatible with IE in 64-bit mode, as well as the Edge browser in Microsoft's new Windows 10 operating system.
Additionally, the client's operating system should not matter. If the OS carries the supported IE version (for example, Windows 7 with IE8 ), this is a supported combination.
You may use the UW Travel Card only for expenses related to the following official UW business while on travel status:
- UW business related travel expenses such as airfare, lodging, meals, registration, car rental, ground transportation and miscellaneous travel expenses.
- Meals associated with hosting and entertaining, however a ProCard is the preferred method for these types of purchases. (Reimbursement is based on department approval and funding source.)
- UW business related expenses such as photocopying and faxing however a ProCard is the preferred method for these types of purchases.
In addition, you may use the UW Travel Card for non-reimbursable expenses where it is not practical for a merchant to separate the non-reimbursable charges onto a different bill (e.g., in-room movie or mini-bar charges).
You must pay the full balance on the card by the next billing statement.
The UW Travel Card is issued by JPMorgan Chase directly to the user. As such, it is governed by a contract that is solely between JPMorgan Chase and the cardholder. Cardholders are personally responsible for paying all charges on the UW Travel Card.
The contract between the cardholder and the bank requires full payment of the balance by the next billing statement, and if the cardholder fails to do so, late fees begin to incur at 60 days past due and the card is suspended.
Upon receipt of complete and proper documentation, the UW Travel Office reimburses official UW travel expenses in a timely manner through the online eTravel system. As a condition of accepting reimbursement from the UW, cardholders agree to use all of the reimbursement money to pay the charges in full on the UW Travel Card.
If there is a balance on the UW Travel Card, and the reimbursement money is not used to pay the balance in full, the cardholder will be subject to corrective actions for violating the terms of this policy, and will be subject to proceedings under the State Ethics Act. Using travel reimbursements for anything other than paying the corresponding travel charges constitutes fraud and will lead to corrective actions which may also include dismissal.
The contract between the cardholder and JPMorgan Chase permits communication between the bank and UW about the status of payments to the bank, including when cardholders do not honor the obligation to pay the statement balance in full by the due date. If the UW receives notice that a statement balance has not been paid in full by the due date, UW Corporate Travel Services will contact the cardholder and the department administrator to facilitate payment.
- An account becomes 60/90 days past due.
- Two (2) dishonored checks issued to JPMorgan Chase or reversal of two electronic payments routed to the bank.
- An account is repeatedly delinquent.
- Travel reimbursement is not used to pay all corresponding charges on the account.
- Using the card for personal charges.
- Individual is no longer on the University payroll (e.g. resignation, leave of absence without pay, etc.).
- Eighteen months with no account activity.
- Failure to comply with UW and State of Washington travel regulations.
If your account is terminated for delinquency, non-payments, improper use of reimbursements, or using the card for personal charges, the account cannot be reinstated.
Cardholders must make sure the outstanding balance is paid in full to the bank and the card is turned in to the department upon separation. Any remaining default is to be charged to the University, the department will then be responsible for any remaining default owed.