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AP Process

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

    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.

    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.

    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.

    In this case, do not use eReimbursement to reimburse the UW employee.  Process the reimbursement through Travel by creating an expense report (ER) in Ariba.  Make sure to provide a Tax ID or published advertisement if a commercial lodging facility is other than a hotel.  For further questions, please contact Travel directly.  Note: For information on lease payments, please contact Real Estate.

    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.

    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.

    Set up the purchase order for the approximate US dollar amount which can be found on a currency exchange website. The wire payment will be converted into the current day’s exchange rate when it is sent, so the encumbered amount and the paid amount will not match exactly. This will also be the case with foreign currency wires in Non-PO Invoice See Wire Payments.

    Approval

    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.

    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. 

    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
    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

    Ariba

    There is a 4 MB per document limitation and an overall 10MB per CR or BPO.  You can have multiple attachments as long as you don’t go over 10MB.  Once you hit this limit the system will not send the attachment over the network.  When scanning a document to attach to a BPO, be mindful of the image resolution and document size you use.

    The valid file types are: txt, csv, xls, xlsx, doc, docx, dotx, potx, ppt, pptx, ppsx, sldx, xltx, pdf, ps, rtf, htm, html, xml, jpeg, jpg, bmp, gif, png, zip .

    The current size limit is 4 MB for attachments in ARIBA (Catalog, Non-Catalog, BPO, Non-PO Invoice, etc.)

    The following document types may be attached in ARIBA:

    txt, csv, xls, xlsx, doc, docx, dotx, potx, ppt, pptx, ppsx, sldx, xltx, pdf, ps, rtf, htm, html, xml, jpeg, jpg, bmp, gif, png, zip

    If you submitted a duplicate receipt in ARIBA that you do not want to keep, you can submit a new receipt to reverse it.

    First, have the Approver approve the receipt submitted in error.

    Second, you will create another receipt-

    • If you created the first receipt by amount, create the second receipt as a negative amount
    • If you created the first receipt by quantity, create the second receipt as a negative quantity

    Have this receipt approved as well. Doing so will zero out the amount of the first receipt submitted in error.

    Questions? Contact PCS Help at pcshelp@uw.edu or 206-543-4500.

    If you are a Watcher or another person has approved an order or invoice, you can remove the item from your To Do list by archiving the item. To archive approval requests:

    1. On the bottom right corner of the To Do box, click View More
    2. On the Approval Requests page that comes up, select the Approval Request(s) that you want to remove
    3. Click Archive to Label. You can archive to the default label of Archive Items, or you can assign a different label

    In some cases, your To Do content might contain documents that you are no longer responsible for. (For example, if a document was assigned to you based on your org code and you are no longer with that department) The document might remain in your To Do column. You can clean up the To Do content item to remove these documents. To clean up: 

    1. On the bottom right corner of the To Do box, click View More
    2. On the Approval Requests page that comes up, click Clean Up

    Once you click on Split Accounting, a new page will appear allowing you to add a second budget. To the right of the Add Items tab, you’ll see a drop down menu that says "Split By:" where you can choose percentage, amount or quantity.

    If a Central Receiver is added to the organization in ASTRA, they will begin receiving notifications when a receipt is created and be able to receive on a BPO the day after the role assignment in ASTRA.

    When a BPO is created, the first receipt (RCxxxxxx) is also created at that time, and the receipt is thus able to be accessed for receiving only by those that have receiving ability when that receipt was created. Since only the Preparer and Contact (Requester) have the receiving ability automatically for BPOs, these are the people who will receive on the BPO.

    If a BPO is created, and later a Central Receiver is assigned in ASTRA, the Central Receiver will not have access to receipts prior to their activation date. They will only have the receiving ability for receipts created the day after the role is assigned in ASTRA.