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AP Process

No, the University cannot send checks in foreign currency. However, we can send wire transfers in foreign currency. See the Wire Payments page for more information.

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.

Invoices are submitted by different methods, depending on the order type.

  • Catalog Ordering: The supplier should submit the invoice electronically through ARIBA
  • Non-Catalog Ordering:
    • Enabled supplier orders- The supplier must submit the invoice electronically through ARIBA
    • Manual orders- The supplier should submit the invoice by email to epay@uw.edu
  • For BPOs: The supplier must submit the invoice electronically through ARIBA
  • Non-PO Invoice: The department should submit a Non-PO Invoice form and attach the supplier's invoice copy

    All invoices should be in English, or have an official translation on file for audit purposes. Official translations are at the department or vendor expense, depending on the contract. Accounts Payable will accept invoices in foreign languages only when the department includes an approved invoice voucher with the invoice. The currency and amount to be paid should be specified on the invoice voucher. If foreign currency is requested, then wire transfer instructions must also be provided.

    Invoice vouchers are required for the following circumstances:

    • Invoices over $10,000 submitted by a department for payment

    • To communicate special check handling instructions

    • To communicate wire transfer instructions

    • When an invoice is in a foreign language

    According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

    Any late payment charges accrued on an invoice will be charged to the budget number listed on the purchase order, and subject to buyer review.

    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.

    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.

    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.

    Approval

    Because a Non-PO invoice transaction is a payment going directly to the supplier without Central Office review, additional approval is needed to verify that there are no typos in the amount and that the payment is appropriate. Approvers should be diligently reviewing for 1) appropriateness, 2) correct amount and 3) correct vendor selected. This is especially important as it is sometimes difficult to get money back from a supplier once it is paid out.

    This Non-PO InvoiceAdministrator role is added to the approval graph for one of two reasons. Either 1) the budget you are using does not have a Non-PO Funding Approver set up in ASTRA, or 2) the Non-PO Invoice you have created is over the direct buy limit. Please contact PCSHelp@uw.edu for additional information.

    1. Have the Budget or Org code Approver log in to ASTRA
    2. Click Log in now to manage authorizations
    3. Click the Create New Authorizations tab
    4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
    5. If needed, find the user on the list and click Select
    6. In the Application drop down menu, select eProc (eProcurement)
    7. In the Role drop down menu, select the role you want the user to have
    8. In the Limit drop down box, select either Budget or Organization
    9. Enter your budget or org code in the box and click Find & Verify
    10. Click OK, add another (to add more than one person to the role) and OK, proceed to cart when finished
    11. Click Checkout Now
    1. Log in to ASTRA
    2. Click Log in now to manage authorizations
    3. Click the Search & Edit Authorizations tab
    4. Enter the user’s name, UW NetID or Employee ID, then click Find & Verify
    5. Click Show Advanced Search Options
    6. In the Application drop down box, select eProc (eProcurement)
    7. In the Role drop down box, select Non-PO Funding Approver
    8. Click Search For Authorizations Now
    9. Check the box next to the Users name
    10. Click the Delete button
    11. Click on the Cart/Checkout tab
    12. Click Checkout Now

    Non-Catalog Orders and BPOs use the same approval process as eProcurement catalog orders. When you assign a budget number to an item, then the Approvers and Watchers will be added based on the eProcurement ASTRA roles that are in effect for the budgets/organizations involved. 

    1. Log in to ASTRA
    2. Click Log in now to manage authorizations
    3. Click the Search & Edit Authorizations tab
    4. Click Show Advanced Search Options found just below the Yellow Search for Authorizations Now button
    5. Click Astra Role of User in the second column near the top of Advanced Search Options page
    6. In the Application drop down box, select eProc (eProcurement)
    7. In the Role drop down box, select Non-PO Funding Approver
    8. In the Limit drop down box, select either Budget or Organization
    9. Enter your budget or org code in the box and click Find & Verify
    10. Click Show authorizations which are WITHIN AUTHORITY (subordinate) of selected limit value(s)
    11. Click Search For Authorizations Now
    12. In the search results, look for a person who has User listed under their name and Non-PO Funding Approver/Approve in the second column. Note: A person with Authorizor under their name is the person who can make changes to the Non-PO Funding Approver, or add in additional roles.
    13. Note the Org Code or Budget Number underneath the role and the Owner name under the User name
    14. If the person identified as the Non-PO Funding Approver is incorrect, have the Owner remove the Non-PO Funding Approver role from that person and add the new Non-PO Funding Approver

    If you have someone who needs to approve a one-time P2I, eReimbursement, non-PO Invoice, non-Catalog order, or BPO, adding an ad hoc approver or watcher will add the appropriate person. On the third step, click on the Approval Flow tab in the middle of the screen next to the Summary tab.

    Ariba

    Approximated tax and freight are included in the Tolerances field.  Make sure to account for tax and freight when calculating the Maximum Amount you want to spend with a supplier.

    You will see a status of Rejected on the Invoices Tab of the BPO. If the status of the Invoice is Reconciled, that means that the invoice has been released for payment.

    To determine the status of the BPO Invoice for invoices paid or rejected prior to the 9r2 deployment:

    1. Navigate to the invoice detail by clicking on the Invoice ID
    2. Click on the Reconciliation Tab of the invoice to see if the status is Rejected or Paying.

    No. The preparers/requesters of the order should verify that pricing is correct before submitting the order and that the Non-Catalog Order is compliant with the intended use, i.e. no items from the exceptions list, etc. Procurement Services is just performing the task of acting as a "substitute" for electronic ordering that is performed automatically for Ariba Enabled suppliers. There is a separate, internal spot-audit process in place that monitors Non-Catalog Orders to determine if there are violations of UW Procurement Policies, such as ordering items that are on the Exceptions list.

    Central Office has strict rules about what can be verified as appropriate charges on a budget. Because we can’t verify what is and is not allowable on budgets (nor should we since they are not our budgets), we can only make budget changes to and from the same budget type. However, you as the department know what is allowable and can create an expense transfer in MyFD once the invoice posts to change it to whatever budget you deem appropriate. 

    For all OSP BPOs, the default codes cannot be anything other than 03-62 (subcontract).

    The Clean Up button is used to remove items from your To Do in ARIBA list if you have been removed from an ASTRA approval role. The Clean Up button is at the upper right corner when you:

    • Select Manage > My To Do.

    If you have been removed from an ASTRA approval role, clicking on the Clean Up button will remove those items that no longer require your attention.

    No. If you wish to receive confirmation from the supplier that they received the order, then add a comment when creating the Non-Catalog requisition and state that you wish to receive confirmation. Include your contact information for where the confirmation should be sent and mark the comment as Visible to Supplier. This step does NOT apply to Non-Catalog orders for Ariba-Enabled suppliers. When an Ariba-Enabled supplier confirms order receipt on the Ariba Network, an email is sent to the preparer. You do not need to request a confirmation. 

    Review the order in ARIBA. If the balance should not be open, you must close the purchase order (PO), which will remove the open balance from the budget.  To close Catalog and Non-Catalog POs, use the Change/Close Order Request Form.  For Blanket Purchase Orders (BPO), visit the Closing or Changing Blanket Purchase Orders page and follow the step-by-step instructions on how to close a BPO.