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ProCard

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

Purchase Order

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 and the PO number(s) charged. We will assist you in getting a refund for the duplicate payment.

The create return task is an administrative notation in Workday. It does not send information to the supplier. The campus unit will still need to coordinate with the supplier on the return process, how to ship back items, and getting a credit issued.

According to the UW General Terms & Conditions (section 28), payment is not considered late if a check, warrant, or electronic transmittal notice has been mailed or issued within the time specified by the contract, or if no terms are specified, within 30 days from the date of receipt of a properly completed invoice, or goods, whichever is later.

Any late payment charges accrued on an invoice will be charged to the fund listed on the purchase order, and subject to buyer review.

Purchasing

Items that fall under Capital Projects:

Project Types

    Building Repair or Upgrade (>$90,000)
    Campus Infrastructure (parking, physical plant, building systems, utilities)
    Campus Planning Study
    Information Technology (IT) Infrastructure
    Interior remodeling or Reconfiguration (Design Services)
    Relocation Planning
    New Building or Major Renovation – Pre-design, Assessment or Feasibility Study
    New Building or Major Renovation – Design and Construction
    Property Acquisition or Disposition
    Site Improvements (landscaping, roads and pathways, signage, lighting)
    Site Selection
    Space Requests – Lease (new, renewals, expansions or relocations)
    Space Requests – New (on-campus or off-campus)
    Space Requests – Reassignment or Repurpose
    Tenant Improvements (leased space)
    Other
  • University Administrative Policy Statements
  • Procurement department policies and procedures
  • RCW (Revised Code of Washington)  Grants UW statutory authorities relating to procurement)
  • WAC (Washington Administrative Code)  Rules and Regulations regarding state agencies
  • SAAM (State Administrative Accounting Manual) The minimum requirements state agencies must meet
  • FAR (Federal Acquisition Regulations)  Applies to federally funded purchases
  • UCC (Uniform Commercial Code)  Adopted by majority of states – sets standards for business transactions

The University generally may not make payment in advance of performance. Payment in advance for goods or services is generally prohibited by RCW 43.88.160. However, there are certain exceptions for which state law explicitly permits payment in advance and in certain instances, payment may be structured to accommodate a supplier's need for advance payment without violating state law. Examples include: membership, subscriptions, software/software updates, leases and travel.

This is generally discouraged, however during the pandemic certain accomodations were made for shipping. Please refer to your administrator for current protocol. 

You need to contact the vendor and arrange for returning the item. If a payment has already been made, you need request a refund. Often times the vendor will issue a RMA (Return Merchandise Authorization) or RGA (Return Goods Authorization) number to indicate their approval of the return.  User should request this number from the vendor if it is part of Vendor’s return policy, and reference this number on the shipping label and other related correspondence.

Reimbursement

Reimbursement for meals is usually under specific circumstances, because the UW does not normally pay for a person’s lunch during their work hours. Circumstances that the meal could be reimbursed are, as an example, if you hosted or attended a business meeting where a meal or light refreshment was an integral part of the meeting or a recognition or training event. 

Departments can create their own policy on how they manage the  10% rebate earned  through University Book Store purchases.  If your department policy requires the purchaser to pursue the rebate from the UW Bookstore, then this amount must be deducted from the amount of the reimbursement. For more information, see the Reimbursements web page or the UW Bookstore Customer Rebate FAQ page.

Make every attempt to retrieve a receipt from the supplier for the purchase. If a receipt cannot be collected, have supporting documentation available such as a bank statement, confirmation email of purchase, packing slip etc and an itemized list of what was purchased. See Receipt Policy here and award documentation guidelines here.

Process the reimbursement through Travel by creating an expense report (ER) in Workday.  Make sure to provide a Tax ID or published advertisement if a commercial lodging facility is other than a hotel.  For further questions, please contact Travel directly.  Note: For information on lease payments, please contact Real Estate.

Requisitions

Commodity codes are standard classification codes for products and services used to detail where money is spent within a company.

Find the line item information. Scroll to the far right of the line item, and you will see the column for "split." Click the 0 to start the split. After you select the type of split, you will come to a screen with one line shown. Click the plus + sign above that line on the left to add a new line for the split.

Yes. There is no longer a catalog, but you can follow the instructions here for how to continue to get contact pricing on a Non-Catalog order.

Please see the UW Connect Finance Portal for guidance on Financial Treatment worktags available for requisitions. 

Revolving Funds

  1. Voided checks occur when the check is written in error and the check is still in-hand.  Write VOID across the check and keep the voided and keep it for your audit records. 

 

  1. A canceled check is when the check is not in-hand but was not received by the research subject.  It could be lost in the mail or the subject may have misplaced it.  Verify the check has not cleared your revolving fund bank account before reissuing a new check.

 

  1. Checks that are 6+ months old need to be reported through the stale date process.  Stale checks are still payable to the research subject and funds will be either claimed by the subject through the stale date process or reported as unclaimed property.  Funds are not credited back to the department budget as they are still payable to the research subject.

Email revfund@uw.edu to place orders for checks for Bank of America.  For Wells Fargo, if you have the Superior Press form, you can complete the form and send it in.  If you do not have the form, please email revfund@uw.edu .

ATM and debit cards are not allowed to be tied to a revolving fund bank account.

The account only allows checks as a form of payment. If the research subject requires electronic payment, please utilize other payment options by emailing revfund@uw.edu .     

The only deposits that are allowed in revolving fund bank accounts are for reimbursements associated with expenditures processed by the revolving fund desk.  Departments that need to make a deposit for other UW related business should email bankrec@uw.edu for guidance.

Supplier Invoice Request

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.

No. M&E purchases should go through a requisition in Workday.

Supplier Invoice Requests (SIR) are subject to the direct buy limit with exceptions including utilities and membership/subscriptions.