Frequently Asked Questions

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)

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

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

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.

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.

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.

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.

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.

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

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.