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Paymode

Paymode does not charge a fee for the exchange rate. However, the supplier's bank might.

Personal Moves

While the Lump Sum Moving Allowance is the UW Preferred Option for Personal Houshold moves, there are other options.  They include:

  • State of Washington contracted move: the employee move is coordinated by UW and State contracted movers.
  • Self Moves:  the employee pays for their moving expenses up front and submits receipts for reimbursement of allowable expenses.

Please note that all household moves will be subject to the charge of fringe benefit rates regardless of how the move was funded. More information about the Fringe Benefit Load Rate is available on the Financial Accounting webpage Fringe Benefit Load Rate.

Moving expenses which are allowable by State law are not necessarily considered Qualified and deductible by the Internal Revenue Service (IRS). The IRS requires the University to report moving expenses based on the information provided in their Publication 521.

 

Please consult with your tax accountant for more information.

If you are authorizing someone for a state contracted move, you are authorizing them up to the state limit of 16,000 lbs.

Please contact Procurement Customer Service at (206) 543-4500 or by email at pcshelp@uw.edu.

Yes.  All household moves will be subject to the charge of fringe benefit rate, regardless of how the move was funded (i.e., Lump Sum Allowance, Self Move, State Contracted Move, etc.) 

More information about the Fringe Benefit Load Rate is available on the Financial Accounting webpage Fringe Benefit Load Rate.

No.  

The Lump Sum Moving Allowance is intended to be used for all moving and travel expenses associated with the new empolyee's relocation.  The new employee should not expect additional payments or reimbursements related to their move. 

Departments who would rather reimburse travel expenses related to relocation rather than offer a Lump Sum Moving Allowance should see the Travel Office webpage.

ProCard

ProCard accounts are not transferrable to other departments. Email the ProCard office at procard@uw.edu to cancel your card. Dispose of the card appropriately; you do not need to return the card to the ProCard office. Check with your new department if you will need a new ProCard account.

Cell phone orders shall be placed directly with the vendor via any of the wireless carrier’s websites. Our preferred vendors are AT&T and T-Mobile. Your department head has been given access to the wireless carrier’s website and should be able to grant access to you. Only a University of Washington Procurement Card (UW ProCard) may be used to place any orders for cell phones and cellular service. All of the vendor contact information and website links can be found at the link below.

You can access your bill by logging onto the vendor’s website. A user login and password was provided to your department head. For further assistance in navigating through the cellular website, you may contact UW Information Technology, Business & Finance at 206-543-1997 or email help@uw.edu

Yes, ride sharing services like Uber or Lyft, can be used for UW-related business purposes. Uber provides auto liability insurance for all registered drivers.  The department can pay for ride sharing services with their ProCard. 
To reimburse your guest who paid for Uber with their personal funds, please submit a Travel Expense Report
To reimburse a UW employee who used their personal funds to pay for Uber, also submit a Travel Expense Report

Activation information is provided in an email sent to the cardholder. Contact the ProCard office if not received. It will contain two pieces of identifying information that JPMC will ask for when activating the card. Your user name will also be included and will have at least six characters.

Cell phone orders shall be placed directly with the vendor via any of the wireless carrier’s websites. Our preferred vendors are AT&T and T-Mobile. Your department head has been given access to the wireless carrier’s website and should be able to grant access to you. Only a University of Washington Procurement Card (UW ProCard) may be used to place any orders for cell phones and cellular service. All of the vendor contact information and website links can be found at this link.

The SSN number JPMC is asking for is the last 4 digits of the UW’s tax ID number. These four digits are what ProCard uses as the SSN. Refer to your ProCard welcome email for the information JPMC is requesting.

You can access your bill by logging onto the vendor’s website. A user login and password was provided to your department head. For further assistance in navigating through the cellular website, you may contact UW Information Technology, Business & Finance at 206-543-1997 or email help@uw.edu.

Passwords are required when contacting JPMC about your account. They will request two pieces of identifying information that can be found in your ProCard welcome email. 

  • Customer Service & Fraud Department: (800) 270-7760.

Contact the supplier and request that they credit the ProCard, and then use your personal credit card for payment.

If the supplier will not credit the ProCard, you will need to follow the steps on the Cash Transmittal form to reimburse your Department’s fund. This will require that you write a personal check payable to the University of Washington.  The Cash Transmittal form can be found here: https://finance.uw.edu/bao/.

The transaction should be documented. Below is the link to guidance for ProCard charges.

https://finance.uw.edu/ps/how-to-buy/procard/reconciling-procard

Review the "Express Mail with Procurement Card" web page for the contact information of the various providers. 

  • No. Use a Travel card or personal card and request department reimbursement
  • Contact ProCard or CTS administrator for exemptions

It is your department building address. Same as the address on the application form.

The ProCard office do not retain transaction invoices. Please contact the merchant and request for a copy of the invoice.

Please refer to the tax office website for information about goods & services taxability

Effective January 2013, suppliers can impose surcharge for card payments. The supplier is required to advise the cardholder before charging the card.

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.