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

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.  

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 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. 

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.

Account 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.

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

Amazon Business

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

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.

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.

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.

Please also see our General Terms and Conditions.

Under RCW 84.36.050, the UW, which includes UWMC, is exempt from property tax on real or personal property owned or used by the University in this state if used for educational purposes. Therefore, we do not have or need an exemption certificate.

However, if we are leasing, there may be a different set of rules, which depends on the type of lease. Please refer to the lease agreement between the University and supplier.

*Note: Harborview Medical Center (HMC) is not considered a UW entity for these purposes.