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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.

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

 

 

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.

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.

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.

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"

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”

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.  

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.

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.

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. 

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.

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

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)

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)
  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

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. 

Domestic or International?

Email bankrec@uw.edu

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.

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.

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