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AP Process

Invoices are submitted by different methods, depending on the order type.

  • Catalog Ordering: The supplier should submit the invoice electronically through ARIBA
  • Non-Catalog Ordering:
    • Enabled supplier orders- The supplier must submit the invoice electronically through ARIBA
    • Manual orders- The supplier should submit the invoice by email to epay@uw.edu
  • For BPOs: The supplier must submit the invoice electronically through ARIBA
  • Non-PO Invoice: The department should submit a Non-PO Invoice form and attach the supplier's invoice copy

    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

    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.

    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.

    Payment by wire transfer must be negotiated with Procurement Services at the time the order is placed. Requests for payment by wire are not honored unless prior arrangements were made at the time the contract or order was initiated.

    It can take up to two weeks for the wire to reach its destination, depending on the destination and the process has a fee which is charged to the department. A purchase order number and appropriate banking information is needed. For more information see the Wire Payments web page.

    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.

    Under RCW 84.36.050, the UW, which includes UWMC, is exempt from property tax on real or personal property owned or used by the University in this state if used for educational purposes. Therefore, we do not have or need an exemption certificate.

    However, if we are leasing, there may be a different set of rules, which depends on the type of lease. Please refer to the lease agreement between the University and supplier.

    *Note: Harborview Medical Center (HMC) is not considered a UW entity for these purposes.

    In this case, do not use eReimbursement to reimburse the UW employee.  Process the reimbursement through Travel by creating an expense report (ER) in Ariba.  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.

    Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

    For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

    For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

    See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

    Please note that wire payment details are not included with the Payment Loop feature.

    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. 

     

    When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

    • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
    • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
      • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
      • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
    • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

    Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

    In general, invoices will be processed for payment Net 30 days from the date a properly completed invoice with a valid purchase order number is received in UW Accounts Payable.

    Invoices will not be processed for payment until all items invoiced have been received.

    Please also see our General Terms and Conditions.

    Set up the purchase order for the approximate US dollar amount which can be found on a currency exchange website. The wire payment will be converted into the current day’s exchange rate when it is sent, so the encumbered amount and the paid amount will not match exactly. This will also be the case with foreign currency wires in Non-PO Invoice See Wire Payments.

    No, the University cannot send checks in foreign currency. However, we can send wire transfers in foreign currency. See the Wire Payments page for more information.

    Currently the UW is not able to schedule the payment date for ARIBA invoices.

    The Payments tab does show a status of "Scheduled" which cannot be changed.

    To view the payment information for an ARIBA invoice:

    1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
    2. Click the Reconciliation ID to see the Payments tab
    3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

    See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

    If the original charge was processed on an invoice through Accounts Payable or through an ARIBA module, please submit your correction through Procurement Desktop Reports (PDR). Go to the "Use Tax History" report and submit your request from there. Typically, taxes can only be added or reversed for the last 3 months.

    If the original charge was processed through Procard, first review the transaction in PaymentNet. If the month has not yet closed, simply check or uncheck the use tax box by the transaction. If the month has closed already. please submit your correction through Procurement Desktop Reports (PDR).

    For questions and inquiries about the Use Tax Report, please contact Procurement Customer Service at 206-543-4500 or email them at pcshelp@uw.edu.

    Ariba

    Currently the UW is not able to schedule the payment date for ARIBA invoices.

    The Payments tab does show a status of "Scheduled" which cannot be changed.

    To view the payment information for an ARIBA invoice:

    1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
    2. Click the Reconciliation ID to see the Payments tab
    3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

    See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

    Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

    For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

    For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

    See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

    Please note that wire payment details are not included with the Payment Loop feature.

    When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

    • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
    • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
      • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
      • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
    • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

    Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

    Best Practices

    Currently the UW is not able to schedule the payment date for ARIBA invoices.

    The Payments tab does show a status of "Scheduled" which cannot be changed.

    To view the payment information for an ARIBA invoice:

    1. Verify the Invoice status is Reconciled and the Reconciliation status is Paying
    2. Click the Reconciliation ID to see the Payments tab
    3. After clicking on the Payment ID, you will be able to view the Transaction Details for the payment information, which will gradually fill in as the payment goes through processing.

    See more guidance for the ARIBA Payment Loop on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

    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.

    Payment status is available in Ariba using the Payment Loop feature for BPO, PO and Non-PO invoice payments, as well as Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions.

    For BPO, PO and Non-PO invoice payments, such as payment dates and payment numbers will show on the Payments tab, which can be reached by clicking through from the Summary tab > Invoices tab >  Invoice ID > Reconciliation tab > Reconciliation ID > Payments tab > Payment ID.

    For Payment to Individual (XP), eReimbursement (XR), and eTravel Expense Report (ER) transactions, payment status and details are shown in the Payment Details section on the Summary page of the XP, XR or ER once the transaction has been fully approved and payment has been processed.

    See guidance on our website: https://finance.uw.edu/ps/how-to-pay/payment-status-terms-timelines-delays

    Please note that wire payment details are not included with the Payment Loop feature.

    When Invoice Reconciliation has started in ARIBA (an IR is available on the Reconciliation tab), the Payments tab will show up as well.

    • On the day the invoice status changes from Reconciling to Reconciled, the Approved Amount of the invoice will show on the Payments tab.
    • The following day, more payment information will begin showing up in the ARIBA Payments tab, like the Doc Seq Invoice No. (DSI number) and Invoice Status, followed by the Scheduled Pay Date and the Check Number, and finally with the Check Date, which is the date the payment is issued.
      • Funds availability for ePayables is indicated by receipt of the Remittance Advice document the supplier will receive when funds are available on the card.
      • Funds availability for ACH payments is based on the supplier's bank's posting procedures.
    • The Check Clear Date will show when the information is available, and also depends on processing by the supplier and payment type (paper checks may take 30 days or more to update).

    Note: This is the best-case scenario, assuming there are no errors (such as a closed budget number) that would prevent the payment from being processed.

    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.