Check the Supplier Search Report in the BI Portal to determine if the supplier is registered in the vendor database.
Click on a question below to view the answer. Limit the results by entering a search term.
Several years ago based on campus user requirements, we created a customization to ARIBA to include the Date Attached timestamp field because the out-of-the box software did not have a field that recorded when an attachment was added.
In release 9r2, ARIBA added the Date Created field for attachments, so currently there are 2 dates for attachments:
- Date Attached – UW Customization
- Date Created – ARIBA 9r2 Enhancement
The fields are calculated differently and are populated at different times. The new Date Created field appears immediately when the user adds the attachment but has not submitted yet. The Date Attached column is blank before Submit, but then displays when you go back and view the transaction.
In a future release of the ARIBA system, we will be removing the Date Attached customized field and keeping the ARIBA Date Created field.
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.
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.
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
All documents related to the UW Travel Card may be fully disclosed as a public record to the extent provided for by the Public Disclosure Laws.
NOTE: Charges for personal travel are not allowed on an Individual Travel Card.
Adding personal time/travel with a business trip is allowable only when all of the following conditions exist:
- The primary purpose of trip is official UW business
- Approved leave is used during personal portion
- UW does not incur any extra expenses beyond what it would normally incur
Click the Read More... link to review the Travel Office policies and guidelines for combining personal time/travel with a business trip.
If a new card is ordered on a field advance request, it takes up to 5-7 business days to arrive. We will notify the custodian and cardholder when we receive the Western Union debit card. The card will be available for pick up at our office or, we can send via campus mail.
Once the card is received by the cardholder, the field advance desk must be notified by email at: fieldadv@uw.edu so, it can be activated and loaded with funds.
To add a file with no additional spend down:
- Log on to your field advance dashboard
- Click on the pencil icon under "Edit SpendDowns"
- Click on "Create New SpendDown" Under the "SpendDowns" tab
- Attach your file
- Type, "0.00" under "SpendDown Amount in US Dollars"
- Click "Save"
- The "In Process" yellow tab will expand and if there are no additional spend downs, click "Submit" under "Submit for Approval"
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.
Additional UW employees are only added as the Requestor to monitor or reconcile a field advance.
To add additional Requester:
- Log onto your field advance dashboard
- Click on your field advance number (blue link)
- Click on “Manage Additional Requestors” at the top of the page
- Type in name of requestor
- Click “Add”
The receipts must be uploaded and saved before the budget number and object code is entered into the system.
The “In Process” yellow tab will expand. To enter the budget number to charge, click on “New Detail”. Enter the budget number and select the object code. After the information is entered, click “Save Detail” and confirmed, a new line will appear to enter another expense item. PCA Task, Option & Project are optional.
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). |
The supplier added the wrong tax amount to the invoice. How should I enter tax in my Non-PO Invoice?
Add the amount listed on the invoice.
ARIBA will automatically calculate the correct tax rate, based on the delivery address you entered on the first page, and charge the appropriate tax to your budget.
If the supplier billed less than the current tax rate, they will receive payment for the amount of tax that they invoiced. The remaining amount will be paid to the State of Washington as Use Tax.
If the supplier billed more tax, ARIBA will short-pay the invoice to the correct tax rate and only that amount will be paid to the supplier.
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.
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:
- From your Control Panel, go to “System and Security” and click on “System”.
- Under System, you can view the system type.
If your computer is running Windows XP, do the following:
- Click Start.
- 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.
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.
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.
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
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)