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AP Process

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.

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. 

 

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.

Best Practices

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 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.

Check Requests

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

Checks

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.

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.

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. 

 

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.

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 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.

ePayables

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. 

 

Reconciliation

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.

Returns/Rejects/Refunds

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.