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

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

Account Codes

Click here for a list of all object (expense) codes.

 

For the best view of how your department spends money, we recommend using the account code that best fits the purchased good or service.

Please refer to the account code website located at: http://www.washington.edu/admin/finacct/obcodes/

You might also find it helpful to visit the taxability grid at the Tax Office web page, located at: http://f2.washington.edu/fm/tax/taxability

Best practice is for advertising charges to be paid by Procard. Employees should not use their personal funds to pay for this type of service. At this time, account code 03-21 for Advertising will not be added to the eReimbursement portion of ARIBA.

Amazon Business

Campus customers should ALWAYS go to the strategic master agreements on Ariba eProcurement first to meet their purchasing needs.  If the product they are looking for is not available from any of our existing eProcurement Suppliers, Amazon is an available resource to locate those hard-to-find or specialized items. 

You do so by emailing Ray Hsu, UW Master Account Administrator at rayhsu@uw.edu with the following set of information:

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)

Ray 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...

UW is working on a long term strategy with Amazon Business that includes their ability to transact over the Ariba Network using one of UW’s existing preferred payment methods. Until that is accomplished, the only way to pay for Amazon Business purchases is using your Procard. You do have the ability to store multiple Procard numbers on a single Amazon Business Account.

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 Ray Hsu that you have an existing Prime account and provide the log in email address for that account. When he invites 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

UW has established a Master Account with Amazon Business and that would be the top tier in our account structure. We will then set up separate groups under the UW Master Account and each Group can be a separate school, department or business unit. Within each group, there will be a Group account administrator who has the ability to create sub‐groups within the group, invite additional users, and set each user’s approval limits. Again, this is an interim measure for the time being. Once Amazon becomes a punch‐out catalog supplier in eProcurement, it will default back to the existing Ariba ordering approval workflow for your department.

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.

In order to successfully integrate Amazon Business into Ariba, we need to convert all existing individual Amazon Business Accounts under the single UW master account. All the account details including shopping lists will transfer over under your group account profile under the UW master 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=UT... 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 Ray Hsu once you have successfully de‐register your existing Business account so he 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

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

AP Process

The ARIBA Payments tab will always show "Check" on the Transaction Details, even though our preferred method of payment is the ePayables bank card.

The "Check Number" includes a letter at the beginning which identifies the actual payment method which is typically an electronic method instead of a check. In addition, a supplier's system may take our payment number (the "Check Number") and convert it to a transaction number where the letter is replaced by a corresponding number and the remaining digits stay the same. Here is what the different Check Numbers on the Payments tab mean:

UW Check Number Letter Supplier Transaction Number Payment Type
R (Example: R094266) 52 (Example: 52094266) ePayables Card
T (Example: T163242) 51 (Example: 51163242) ACH
A (Example: A499859) 10 (Example: 10499859) Paper Check

* Note: Paper checks are printed featuring the Check Number beginning with "A." Depending on a supplier's deposit process, their bank processing may convert this to the Transaction Number where the "A" is converted to "10" as shown in the matrix above. 

 

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

If the original charge was processed on an invoice through Accounts Payable or through an ARIBA module, please submit your correction through Procurement Desktop Reports (PDR). Go to the "Use Tax History" report and submit your request from there. Typically, taxes can only be added or reversed for the last 3 months.

If the original charge was processed through Procard, first review the transaction in PaymentNet. If the month has not yet closed, simply check or uncheck the use tax box by the transaction. If the month has closed already. please submit your correction through Procurement Desktop Reports (PDR).

For questions and inquiries about the Use Tax Report, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu.