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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.
 

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.

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

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.

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.

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 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.

UW Staff with a valid netID can access invoice copies through Procurement Desktop Reports (PDR). Additionally, most journal voucher copies, ARIBA payments, and a number of ISD or CTI copies can be located through your budget using the MyFinancial Desktop (MyFD) Reconciliation report.

Copies of checks can be requested by emailing pcshelp@uw.edu. Please include the check number and check date.

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.

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.

Use Commodity Code 12142204 - Radioactive.

Honoraria payments may be made using Payments to Individuals (P2I) in Ariba. For more information on how to submit an honoraria payment through P2I and the paperwork needed, see the Honoraria web page.

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

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 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.

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.

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. 

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. 

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

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

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

The fiscal biennium of the state shall commence on the first day of July in each odd-numbered year and end on the thirtieth day of June of the next succeeding odd-numbered year.” RCW 1.16.020

To comply with Washington State accounting procedures for closing out the current Biennium, the University's books of account will be held open for a limited time during the month of July to record transactions processed after June 30 relating to business of the expiring fiscal period. 

Biennium close affects State (GOF) funds only.