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Best Practices

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.

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

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.

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

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.

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

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

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

Absolutely not. 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.

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.

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. 

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.

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. 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.

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.

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

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

The Purchasing department has access to change biennium indicator for manual and online orders with service date. AP staff can change biennium indicator for online orders without service date.

It is the department's responsibility to determine whether there actually are pending charges on the requisition and to take appropriate action. If there are pending charges on the requisition, it should remain open for those postings. If there are no charges coming through, the department should request liquidation of the encumbrance.

Encumbrances are liquidated by submitting an email request to saf@u.washington.edu.