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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.

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.

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 you discover a duplicate payment for an order, contact Procurement Customer Service at pcshelp@uw.edu. Please include the date of the original and duplicate payments, the budget number(s), the PO number(s), and the account code(s) charged. We will assist you in getting a refund for the duplicate payment.

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.

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.
 

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

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

    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.

    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.

    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
    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.

    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. 

    Ariba

    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. 

    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.  

    To ensure successful submission of a new or revised Contract Request (CR) when you encounter the "Limit Type Conflict" error message, please follow the instructions below.

    Error Message:

    You have encountered a 'Limit Type Conflict' while submitting your Contract Request.  Please contact Procurement Customer Service for assistance.

    Solution:

    1. Go to the CR's Pricing Terms section.
    2. Edit the first line item listed under Materials and Services.
    3. Under the Limits section, in the Set Item Limits dropdown menu, choose the limit type you do not want submitted:
      1. Choose Quantity, if your current choice is set to Amount.
      2.  Choose Amount, if your current choice is set to Quantity.
    4. In the Maximum Quantity or Maximum Amount field, enter 0 (zero).
    5. At the lower right-hand corner of the page, click OK.  You will receive an error message.
    6. Return to the Limits section.
    7. In the Set Item Limits dropdown menu, choose the limit type you want submitted.  Or:
      1. Choose Amount, if you chose Quantity in step 3.
      2. Choose Quantity, if you chose Amount in step 3.
    8. In the Maximum Quantity or Maximum Amount field, type the amount or quantity you'd originally entered.
    9. Click OK.
    10. Repeat steps 1 – 9, if you have multiple line items.
    11. Return to the CR's Summary section.
    12. On the upper right-hand corner of the Summary section, click the Submit button.

    For visual instructions and guidance, please visit the Changing Preferences in ARIBA eLearning on our Independent Study section. 

     

    1. Select Preferences from the command bar.
    2. Select Change your profile from the options provided.
    3. Click on the link for Step 2 Account/Ship in the left panel.
    4. To set a default Budget Number, click the down arrow to the right of the Budget Number field and select “Search for more…”.
    5. Enter the Budget Number (with no dashes) in the search field and click Search. (Alternatively, you can click the down arrow on the field to select Name if you prefer to search by the name of the budget.)
    6. Click the Select button to choose the default Budget Number.
    7. To set a default Ship To, click the down arrow to the right of the Ship To field and select “Search for more…”.
    8. Enter part of the address (e.g., street name or address number) into the search field and click Search.
    9. Click the Select button for the address you wish to set as your default shipping location.
    10. Click Next.
    11. Type in an option internal comment.
    12. Click Next.
    13. Click Next.
    14. Click Submit to submit the change. Note: There is no approval required for this change.

    For visual instructions and guidance, please visit the Changing Preferences in Ariba eLearning on our Independent Study section. 

     

    To set-up frequency of email notifications:

    1. Login to ARIBA
    2. Select Preferences from the command bar.
    3. Select Change email notification preferences from the options provided.
    4. Click on the drop down arrow to the right of the Edit preferences for: field and select the document type.
    5. Under Notification method, you can choose the method based upon being an approver or watcher. Select the option you prefer. You have a choice of Send email immediately or Send email summary. Your choice specifies whether to receive each request as it is generated or receive all requests at once in a daily bath email, respectively.
    6. Under Notification frequency, set the following:

     

    7.   When you are finished making your selections, make sure to click Save to save your changes

    The denial in Ariba will be accompanied by a comment giving instructions on how to move forward. Once you have completed those steps outlined in the comment, Edit the requisition and Submit. 

    Both the preparer and requester will be copied on the email that is sent to the supplier. The email will include a PDF version of the EI as an attachment. In addition, if you have attached a quote and marked it Visible to Supplier, the quote will also be attached to the email that is sent. Even though we recommend using an email instead of fax number, if you must use a fax number, a copy of the EI and any attachments marked as Visible to Supplier will be faxed.