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Corporate Travel Services

UW Travel Card is to be used for individual’s travel expenses only. Sharing a card is not recommended.

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

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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. 

Applying for a UW Travel Card is optional. Yes, you can use your own personal credit cards to pay for your travel expenses and then seek for reimbursement.

Approximately 2 weeks after you receive your UW Travel Card account, your online access will be set up. You may login with your UW NetID and password to access to the JPMC Travel PaymentNet.

CTA is a “card-less account” type of account. There is no actual plastic issued.

The CTA can be used to charge lodging only for:
  • UW Students. 
  • NON-UW travelers. 
  • Five (5) or more UW travelers attending a conference/group event in the U.S. or British Columbia, Canada where the UW is reserving and paying for the block of rooms and prior written approval has been obtained from Corporate Travel Services (email uwcts@uw.edu). 

Yes! Please always use a CTA account to pay for graduate students’ airfare and hotel lodging (room and sales tax only) whenever possible.

Your department’s CTA account will be automatically renewed by JPMC. The account number will remain the same, but the expiration date and 3 digits security code will change. Corporate Travel Services will send you an e-mail along with the new information a month in advance before the old expiration date expires.

The CTA is a VISA charge account issued by the bank for all UW business airfare, coach rail, and bus tickets. All CTA transactions are billed to a central UW billing account that is paid monthly by eCommerce Services.

Your Travel Card will be automatically renewed by JPMC. The account number will remain the same, but the expiration date and 3 digits security code will change. Corporate Travel Services will send you an email along with the required training information a month in advance before your card expires. Please contact our office at (206) 543-5252 if you don't receive the email.

It is strictly against state regulations to use UW Travel Card for personal expenses at any time, which would include any expense other than an expense authorized in this Policy.
Using the UW Travel Card for personal use is a violation of the Washington State Ethics Act and will result in the immediate cancelation of the card.

Discounts

If a supplier includes a discount on an invoice, this does not change the amount you receive. The steps to determine the amount to receive remain the same:

1. Review the invoice to verify that the goods or services have been received.

2. Enter the line item amount invoiced into the Amt. Accepted field.

3. Do not change the amount accepted for the line item based on the discounted amount. Receive for the full amount of the line item as it was invoiced.

4. Enter any Comments or Attachments as needed, and click Submit.

Note: Since you must receive for the full amount of the line item price, the BPO must also be set up for the pre-discount amount as well. 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.

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.

Encumbrances

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. 

An encumbrance for $1.00 will appear in MyFinancial Desktop or on FIN screen 6 when charges to a requisition are different in amount than the total of the original order or when the items paid differ from the items ordered. There may or may not be pending charges, but the encumbrance remains on FIN at the nominal amount of $1.00.

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.

ePayables

This is actually a question the vendor can take to their merchant bank.

The vendor would be set up for merchant services with a Merchant (acquiring) Bank so they can accept credit cards. That Merchant Bank would have provided them to set up some kind of terminal for them to accept credit card transactions (either swipe a card (in person) or key in the account number. As we know from being consumers, there are may different kinds of terminals out there. Their Merchant Bank would have provided them with instructions on how to key in card transactions on their terminal. The Merchant Bank would also have already provided instructions or established some kind of process to the vendor they represent on how to transmit a payment file for settlement. Their Merchant Bank would then deposit the card funds to the account your vendor has set up with their Merchant Bank to receive the funds.

Recommendation: Refer to your internal business partners who manage the merchant services for support with ow to process card transactions on the terminals and how to actually receive the funds.

Suppliers can register through the Supplier Registration Form (SuRF). If a supplier checks that Yes, they do accept credit card payments, they will be contacted by Procurement Services to sign them up for the ePayables payment card. For more information, see the ePayables web site. If the supplier checks that No, they do not accept credit card payments, they will be directed to other electronic payment methods.

The University of Washington will not impose any direct fees as a part of the ePayables process. Payments will be processed as credit card transactions, so your standard merchant bank fees will apply.

It should also be noted that the University of Washington does not accept miscellaneous fees or charges which are not included in the supplier's quote, proposal or contract with the University, including but not limited to merchant bank fees, in accordance with the UW Terms & Conditions.

The ARIBA Payments tab will always show "Check" on the Transaction Details, even though our preferred method of payment is the ePayables bank card.

The "Check Number" includes a letter at the beginning which identifies the actual payment method which is typically an electronic method instead of a check. In addition, a supplier's system may take our payment number (the "Check Number") and convert it to a transaction number where the letter is replaced by a corresponding number and the remaining digits stay the same. Here is what the different Check Numbers on the Payments tab mean:

UW Check Number Letter Supplier Transaction Number Payment Type
R (Example: R094266) 52 (Example: 52094266) ePayables Card
T (Example: T163242) 51 (Example: 51163242) ACH
A (Example: A499859) 10 (Example: 10499859) Paper Check

* Note: Paper checks are printed featuring the Check Number beginning with "A." Depending on a supplier's deposit process, their bank processing may convert this to the Transaction Number where the "A" is converted to "10" as shown in the matrix above. 

 

eReimbursement

You can find a link to reports on the ARIBA home page under Manage >> Reports, then click eReimbursements.

  • TIP: when you enter a Value under Amount, the search runs on individual item amounts, not the total XR amount. ARIBA also uses the dollar range (min and max) specified. If you leave min blank it is the same as zero. If you leave max blank it means search with no upper limit.

You can find payment information in the eReimbursement Payment Information PDR. Visit the PDR webpage and select the report from the PDR Report Directory under Accounts Payable.

The Payee is the person being reimbursed. Take care when completing an eReimbursement to be sure the Payee is the person being reimbursed and not the person preparing the form. The person preparing (filling out) the form is the Preparer.

A hard copy check may be delivered to the Payee's UW/US office, where it will need to be mailed to the Payee per departmental information. If the individual is an international UW employee and direct deposit is chosen, they will receive their payment in the same manner as their payroll.

All wire fees apply to these international transactions.