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Blanket POs

Payment information is available on the Payments tab for invoice payments processed for:

  • BPO
  • PO (both Catalog and Non-Catalog POs)
  • Non-PO Invoice

To find the status of an invoice payment, follow the steps on our webpage regarding Payment Terms, Timelines and Delays.

Some payment information is not available in the Payments tab. Those are payments processed for:

  • eReimbursement
  • Payments to Individuals (P2I)
  • Foreign Suppliers (including wire payments)
  • eTravel

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.

For visual instructions and guidance, please visit the Changing Preferences in ARIBA eLearning in our Tutorials section. 

To set-up frequency of email notifications:

  1. Login to ARIBA
  2. Select Preferences from the command bar.
  3. Select Change email notification preferences from the options provided.
  4. Click on the drop down arrow to the right of the Edit preferences for: field and select “Other document types”.
  5. Under Notification method, you can choose the method based upon being an approver or watcher. Select the option you prefer. You have a choice of Send email immediately or Send email summary. Your choice specifies whether to receive each request as it is generated or receive all requests at once in a daily bath email, respectively.
  6. Under Notification frequency, you can set the following:

screen shot of the NonPO Invoice process to set up email notifications

7. When you are finished making your selections, click Save to save your changes.

In general, the received amounts will result in the oldest invoice being reconciled and paid first. 

Below is a screen capture of the types of time-stamps described above.  Note that all of the invoices arrived around 1:25 PM:

To ensure that funds are released appropriately for all invoices which are created on the same day, it is important to follow the steps outlined below:

Before receiving, you should carefully review the values of under the Date/Time Created column for invoices that have arrived together for a BPO on the same date:

  1. Review the details of each specific invoice for the BPO.

  2. If there are any incorrect invoices, then you need to submit the BPO Invoice Reject Request (http://f2.washington.edu/fm/ps/bpo-rejects) form for each incorrect invoice. (Note: DO NOT reject the correct invoices).

    a.  If you have submitted a BPO Invoice Reject Request, you must wait to hear back from
        Procurement Services that the rejection has completed for the BPO before you do any
        receiving for the BPO. 

    b.  After all invoice rejections for the BPO are complete, you can proceed to receive the
         appropriate dollar amounts for each of the correct invoices, oldest to newest.

  3. If all invoices are correct and should be reconciled and paid, proceed to receive the appropriate dollar amounts for each of the correct invoices, oldest to newest.

To ensure successful submission of a new or revised Contract Request (CR) when you encounter the "Limit Type Conflict" error message, please follow the instructions below.

Error Message:

You have encountered a 'Limit Type Conflict' while submitting your Contract Request.  Please contact Procurement Customer Service for assistance.

Solution:

  1. Go to the CR's Pricing Terms section.
  2. Edit the first line item listed under Materials and Services.
  3. Under the Limits section, in the Set Item Limits dropdown menu, choose the limit type you do not want submitted:
    1. Choose Quantity, if your current choice is set to Amount.
    2.  Choose Amount, if your current choice is set to Quantity.
  4. In the Maximum Quantity or Maximum Amount field, enter 0 (zero).
  5. At the lower right-hand corner of the page, click OK.  You will receive an error message.
  6. Return to the Limits section.
  7. In the Set Item Limits dropdown menu, choose the limit type you want submitted.  Or:
    1. Choose Amount, if you chose Quantity in step 3.
    2. Choose Quantity, if you chose Amount in step 3.
  8. In the Maximum Quantity or Maximum Amount field, type the amount or quantity you'd originally entered.
  9. Click OK.
  10. Repeat steps 1 – 9, if you have multiple line items.
  11. Return to the CR's Summary section.
  12. On the upper right-hand corner of the Summary section, click the Submit button.

This happens if you accidentally click on the Invoice Button instead of the Invoice Tab when you receive, and then you click on Exit, and then click the Save link (instead of Delete). You now have an invoice listed on the BPO Invoices tab with a 0 dollar amount. The screen capture below illustrates how this looks. INV3435 for $0.00 is in the Composing Status:

To remove the $0.00 invoice:

1.  Note the ID of the $0.00 invoice you want to delete.

2.  Click on the Invoicing Tab that is at the top of the page, immediately below the Ariba Spend Management header:

3.  The Invoicing Dashboard will be displayed. Click on the View List link located in the lower right hand corner of My Documents and select Invoice:

4.  Locate the ID of invoice you noted above. Click the checkbox next to it and then click Delete:

 

 

Non-Catalog Orders and BPOs use the same approval process as eProcurement catalog orders. When you assign a budget number to an item, then the Approvers and Watchers will be added based on the eProcurement ASTRA roles that are in effect for the budgets/organizations involved. 

Budgets

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 budget number listed on the purchase order, and subject to buyer review.

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. 

Check Requests

No. It is Procurement Services mission to reduce the amount of duplicate work and lost or misplaced check requests, increase transparency for processes, and follow the green initiative for the UW. Due to these reasons, all manual check requests that are able to go through the Ariba system should be entered into the Payments to Individuals (P2I) module.

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

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

Checks

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.

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.

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.

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

If the refund check is sent directly to your department, simply fill out a reverse expenditure form and send it with the refund check to Accounts Payable at box 351130.

If it is a refund check for a Procard purchase, please send the reverse expenditure form and refund check to box 351120 Procard to deposit.

If the refund check was sent directly to Accounts Payable from the supplier, AP will deposit the check and process a journal voucher to move the funds back to your budget. In the even the money does not show up in your budget transactions, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu. Please provide the check information if you have it, or the refund amount, PO number, and supplier. We will assist in refunding the credit back to your budget.

Checks which are at least 180 days old (6 months) are considered stale. Tellers in banks will sometimes reject a check if the date is over that limit. This does not prevent a check from clearing the bank when deposited through other means than a teller.

For more information, review the Stale date webpage here.

Commodity Codes

Use Commodity Code 12142204 - Radioactive.

Compliance

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. 

Contract Compliance

No.

If the supplier is listed in the grant, the solicitation process is not needed. When creating the requisition or contract request in Ariba, select "supplier named in grant (non-federal)" or "supplier named in federal grant" when answering how the supplier was selected. Then attach the grant page that reference the supplier's name.

Contract Management

The University of Washington's General Terms and Conditions may be found under the Suppliers tab under "Terms & Conditions". 

Please see your UW contract for specific billing and payment terms and additional information.

Contracts

Visit our Contracts page for guidance on how to get Contracts reviewed by Purchasing. 

 

Corporate Travel Services

For travel reimbursement, card holders file an Expense Report through the UW Travel Office:

.

Yes, when an account is in delinquent status, a delinquency fee will be assessed. Please be advised, account delinquency fee is not reimbursable by the UW. Please click "here" for a copy of the fees that JPMorgan Chase charges.