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

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.

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.

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?

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.

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.

How many deposit bag 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)

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.

How many deposit bag 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

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

9r2

Invoices rejected PRIOR to the September 8, 2015 deployment of 9r2 will have a status of Reconciled. However, the status of Rejected is on the associated Invoice Reconciliation, accessed using the Reconciliation tab on the Invoice.

Also, you can use the Search option for Invoice Reconciliation to locate a batch of rejected BPO invoice reconciliations prior to the 9r2 deployment based on various search criteria. From there, you can navigate and locate the associated BPOs and Invoices.

To search for Invoice Reconciliations with a status of Rejected:

  1. Click Search in the blue command bar.
  2. Select Invoice Reconciliation from the drop-down.
  3. Ensure the Status, Contract ID and Rejected Date fields are visible in the Search Filter window. If they are not, click the Search Options link in the upper right-hand corner, and select Status, Contract ID and Rejected Date.
  4. Enter BPO into the Contract ID field to find Invoice Reconciliations for BPOs only.
  5. Select a Custom date range for the Rejected Date field prior to Sept. 8, 2015. For example, August 3, 2015 to September 4, 2015.
  6. Click on the drop-down arrow for the Status field and select Rejected.
  7. Optionally, you can add other search filters such as Requester (BPO Contact) and Supplier.
  8. Click Search.
  9. Invoice Reconciliations with a status of Rejected meeting the Search filter criteria should appear in the Search Results.
  10. Click on the IR ID number to view the details of the Invoice Reconciliation. The BPO and Invoice numbers are in the header Invoice Reconciliation detail. In addition, you can easily navigate to either the Invoice or the BPO by clicking on the Invoice or Contracts tab, respectively.

 

Below is a screen capture of an example search for BPO Invoice Reconciliations with a Status of Rejected:

Account Codes

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

 

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.

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

AP Process

If the refund check is sent directly to your department, simply fill out a reverse expenditure form and send it with the refund check to Accounts Payable at box 351130.

If it is a refund check for a Procard purchase, please send the reverse expenditure form and refund check to box 351120 Procard to deposit.

If the refund check was sent directly to Accounts Payable from the supplier, AP will deposit the check and process a journal voucher to move the funds back to your budget. In the even the money does not show up in your budget transactions, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. Please provide the check information if you have it, or the refund amount, PO number, and supplier. We will assist in refunding the credit back to your budget.

Departments can purchase gift cards for employee recognition using the Procard. However, the gift must be reported to Payroll because the gift is taxable. See Employee Recognition.
 

To inquire about the status of your check, please contact Procurement Customer Services at 206-543-4500 or email them at pcshelp@uw.edu.

Payment by wire transfer must be negotiated with Procurement Services at the time the order is placed. Requests for payment by wire are not honored unless prior arrangements were made at the time the contract or order was initiated.

It can take up to two weeks for the wire to reach its destination, depending on the destination and the process has a fee which is charged to the department. A purchase order number and appropriate banking information is needed. For more information see the Wire Payments web page.

In general, invoices will be processed for payment Net 30 days from the date a properly completed invoice with a valid purchase order number  is received in UW Accounts Payable.

  • Invoices will not be processed for payment until all items invoiced have been received.
  • Invoices over $10,000 are not finalized for payment until a department representative communicates the date the materials were received and their approval to pay.
  • If rush payment is needed, please contact the ordering UW department.

Please also see our General Terms and Conditions.