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Best Practices

If the receipt is in someone's name other than the UW employee, the person who made payment should be reimbursed through eReimbursement for a Non-UW Employee. 

Ex: If a spouse orders the item through Amazon and it charges their credit card, even if the credit card and bank account are shared, the department should reimburse the spouse, not the employee. Use eReimbursement, select No for the UW Employee question, then select Other under UW Affiliation.

eReimbursement

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.

If you are submitting an eReimbursement that includes an object/account code that is reviewed by EIO, your eReimbursement will be routed to the EIO Office for approval. EIO will not approve the eReimbursement unless a copy of the receipt is attached.

 

Yes, and you can charge different budgets or object codes on the line item level.

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.

 

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.

For Employees with direct deposit, the funds are generally in their bank account three days after approval. Hard copy checks are generally put in either campus mail or US mail one business day after final approval. 

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.

The entity or organization will need to complete the following steps: fill out the Supplier Registration Form, be onboarded as a UW supplier into our vendor file, setup electronic payment and then be paid through ARIBA. Please note if any food is involved, the department is responsible for making sure they comply with state per diem rates (found at the Travel Office webpage) and that food is allowable on that budget (found on the Food Approval webpage in Financial Management). The eReimbursement module in ARIBA cannot be used for this type of payment, as it is only used for reimbursing individuals.

A department can pay the tuition fee for any student in the SDB system as long as the student is enrolled in a current quarter. If a budget has not been set up in SDB, the department can get it set up. If a student has already paid the tuition fees, he/she will get a refund check after the department pays the tuition fee later.

Please see the link below for more information.

 

http://finance.uw.edu/sfs/dept/scholarship-fellowship

To split an eReimbursement between multiple budgets, add multiple lines to the eReimbursement and then adjust the budget and price of each line as needed. For example, if a two budget split is needed, add two lines to the eReimbursement and then adjust the budget and amount for each. 

If the receipt is in someone's name other than the UW employee, the person who made payment should be reimbursed through eReimbursement for a Non-UW Employee. 

Ex: If a spouse orders the item through Amazon and it charges their credit card, even if the credit card and bank account are shared, the department should reimburse the spouse, not the employee. Use eReimbursement, select No for the UW Employee question, then select Other under UW Affiliation.

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. 

Food Approval

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.