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Best Practices

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.

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

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.

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.

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.

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. 

Never ship to a home address, that is strictly forbidden.

Procurement Services discourages purchases from eBay. When considering an eBay purchase, it is important to remember that you have no recourse if the item is received damaged or not in working condition, except eBay’s moderation between you and the seller. There is no guarantee in such a case that your money will ever be refunded. Also, many times these items come as is with no warranty. If the item breaks or stops working, your department is either out the money you paid or now looking for someone to fix it for an additional cost.

Departments should heavily consider the risks prior to making such purchases. One additional thought to consider is whether an item is applicable for M&E tax exemption and equipment tagging. If so, you would not be able to claim the M&E tax exemption if purchased through eBay.

eBay does not accept purchase orders. This is because when you buy on eBay, you buy from individual sellers, not from eBay. The individual sellers will invoice you and payment will be made via credit card, in most cases prior to the item being delivered.

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. 

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).

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

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 (Blanket Purchase Orders, Non-PO Invoices, 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

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.

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. 

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.

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

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.

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.

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.

Biennium Close

UW’s MyFinancial. Desktop has a robust website with up to date information and frequently asked questions.  See MyFinancial.desktop or contact them at myfdhelp@u.washington.edu.

General Payment Information for the 2013-2015 Biennium

The PAS system processes vendor payments every night except for 7/7/2015, which is the FAS biennium crossover. The PAS system cannot issue payments for new-biennium invoices before the FAS biennium crossover

Please Note: PAS vendor payments include printed vendor checks as well as ACH and bankcard payments

DATES OF PAS VENDOR PAYMENTS  (July 2015)

July 1st - 6th Vendor payments dated July 1st - 6th are only for the PRIOR biennium (2013-2015)
 
July 7th

PAS system will be down and unavailable from about 6pm on the evening on July 7th

(FAS biennium crossover occurs)

July 8th

No vendor payments issued today. No special payment requests can be accepted or processed.

The new Biennium is now set as 2013-2015

July 9th
 
First date for posting new-biennium PAS transactions to FAS
 
July 27th
until the next
FAS biennium crossover
in July 2017
PAS vendor payments only available for NEW biennium (2015-2017)

 

Invoice payment status can be found on the Requisition Inquiry screen. Email pcshelp@u.washington.edu for assistance.