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ASTRA

The person in your department who is set up with "authorizer" access can create access in ASTRA for any potential user. Information about how to setup access is available on the Astra - Authorizations.

Best Practices

Telephone the vendor contacts listed to confirm the product can be rushed. The vendor will be able to process the order in ARIBA or the department might have to use their ProCard for the rush order.

You may authorize the user to have enhanced accessibility. This role provides two links on the top left corner that help navigation and a scroll on lists rather than pages.

If you have the enhanced accessibility role:

  • There will be page numbers in the upper right hand corner of the content areas (i.e., My Documents, To Do, etc.) and Search Results so that you can easily navigate through long lists by selecting specific page numbers.

  • When creating ARIBA transactions  that require multiple steps (Requisitions, Blanket Purchase Orders, Payments to Individuals and eReimbursements), the numbered hyperlinks in the the left hand navigation panel are disabled and you will need to use the ARIBA PREV and NEXT buttons to navigate through the steps.

To authorize the user to have enhanced accessibility:

  1. Log onto ASTRA

  2. Choose ARIBA Admin as the application

  3. Select enhanced accessibility under role

  4. Click ok proceed to cart

Please review the information for How to Apply on the Procard webpage. Note that your administrator will be contacted to substantiate the validity of the applicant and provide information on the purchasing coordinator for your department. Once approved, you will be contacted to pick up your card. 

The chart below highlights the top recommended buying methods.  Click on any of these titles to be redirected to a webpage that provides more information about these methods.

  1. ARIBA Catalog Orders
  2. ARIBA Non-Catalog Orders
  3. ARIBA NonPO Invoice
  4. ProCurement Card

If a supplier includes a discount on your quote, this does not change the Maximum Amount of your BPO. The BPO must be set up for the pre-discount amount. Make sure to set the Maximum for the line item and the Maximim Limit on the Summary of the BPO for the pre-discounted (full price) amount.

The supplier must include the discount amount on the invoice as part of the Header Charges when the invoice is submitted. The header charge area is used for discounts, tax, shipping and handling. When receiving, you must receive for the full amount of the line item price as well. The header discount will be applied and the payment will be issued for the amount minus the discount.

No. There is no need to print the Non-PO Invoice copy as it will remain in ARIBA for the full retention period. However, you may want to document the Non-PO Invoice number on the invoice obtained from the supplier for easy reference.

If the receipt is in someone's name other than the UW employee, the person who made payment should be reimbursed through eReimbursement for a Non-UW Employee. 

Ex: If a spouse orders the item through Amazon and it charges their credit card, even if the credit card and bank account are shared, the department should reimburse the spouse, not the employee. Use eReimbursement, select No for the UW Employee question, then select Other under UW Affiliation.

Because there is no way to notify the suppliers as to why you changed the invoice to a different amount, you must contact the supplier and request a new invoice reflecting your changes. This will cut down on the number of phone calls you receive from the supplier when the amount paid does not match the amount of the original invoice.

No. According to new state regulations, purchases or payments between $10,000.00 and $100,000.00, excluding tax, are to be competitively bid and documented. These purchases and payments should be made through Ariba buying functionality. Learn more about the Direct Buy Limit.

Meals are held to the state required per diem rate. If there are any additional charges, they can be charged to a discretionary funding source only when approved by a Dean or Vice President. Keep a record of the number of attendees of the event. If the cost goes over the per diem rate, also keep a justification of why that supplier was chosen. 

As best practice, we recommend that you do not try to get too detailed. For example, the Commodity Code of Computer Equipment and Accessories is sufficient for ordering items such as a keyboard or a mouse. You don't have to find the exact code for a keyboard. Please visit the Commodity Code page for further information: Commodity Codes. If you are still having difficulty in finding a commodity code, then email pcshelp@uw.edu for assistance.

No. When we send payment to the supplier for your Non-PO Invoice, the information they are provided from your Non-PO is the invoice number, dollar amount and any remittance notes you have added. Because the invoice number field only allows for 15 characters, there is generally not enough room to enter multiple invoice numbers in the space. Also, without the proper invoice number, the supplier will not know where to apply your payment.

No. Services by an individual or group cannot be paid by check request.

How to pay service invoices under $10,000:

  • Invoices for services provided by an individual may be paid through Payments to Individuals (P2I) in Ariba
  • Invoices for services provided by a group or supplier must be paid by Non-PO Invoice unless the invoice is part of a larger contract placed

How to pay service invoices over $10,000:

  • A buyer will be added to the Approval Flow

No. Travel expenses should be paid using either eTravel or Payments to Individuals (P2I).

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

If you fear your check has been lost or stolen, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. They will review the situation with you and get the process started for reissue.

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. 

As a state institution, we do not issue money orders or cashier's checks.

The front desk at Mailing Services is where checks can be picked up. People should only come to pick up a check after receiving a call that the check is ready. Please note, suppliers are not allowed to pick up checks. Only University of Washington employees or students working for departments may pick up checks.

A blank Remit-To address box indicates that the supplier is not fully onboarded as a supplier with the UW and you may not make a payment to them until the Remit-To address is visible.

To be considered fully onboarded as a UW supplier, the supplier must complete both registration steps: First suppliers must fill out the Supplier Registration Form (SRF). Second, they must enroll for electronic payments if they are a domestic supplier.

If the Remit-To address is blank, the supplier has not enrolled for electronic payments. Best Practice is to verify that your chosen supplier is fully onboarded and ready to be paid in advance of providing the goods or service for which they will be invoicing. The supplier can contact vcontrol@uw.edu for more information.

In general, the person or group placing the order with the supplier (those who have contact with the supplier) should request the completion of the Supplier Registration Form. For example, if Purchasing is placing your order with the supplier, they will contact the supplier to get the supplier registration information. On the other hand, if the department is placing an order with the supplier directly, we request that they contact the supplier and direct them to the Supplier Registration Form page, keeping in mind that onboarding a new supplier can have a 2-5 week lead time.

UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

  • It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
  • Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
  • Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
  • Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.

Yes. The supplier registration form is required to set up a vendor/supplier in the university vendor file. The information is required to assist 1099 tax reporting and to meet various state and federal reporting requirements.

When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

  • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
  • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
    • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
    • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
  • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.