Frequently Asked Questions

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Best Practices

How do I purchase gift cards for employee recognition?

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

Is your vendor requesting a money order or cashier's check?

As a state institution, we do not issue money orders or cashier's checks.

Can you show what receiving for invoices will look like in Workday?

Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.

I have a subaward BPO in Workday. The supplier emailed an invoice but, I am unclear how to "receive" it and approve it for payment. Are these manually added to the BPO from GCA? If so, what is the timeline for these to show up in Workday?

Invoices are submitted by suppliers to uwashington@ghxinvoicing.com and will be uploaded by the system from there. Due to the unusually high volume of invoices due to FT, we cannot provide an average estimated timeline at this time.

How long does it take to pay invoices once they have been sent to GHX? How can we find payment details on invoices that were submitted through GHX?

To track supplier invoices, you may run the R1149 report and if the invoices show a paid status, run the R1146 report to get the actual payment date and payment number and method.

Once an invoice is emailed to uwashington@ghxinvoicing.com, how long does it take to appear in Workday? What is the training # that would direct us how to find and process that invoice in Workday?

Yes, Bridge training "Pro-J-05" has instructions on receiving.

Is there a cheat sheet on how to release invoices in the new Workday? I release invoices for a scribe company and our cleaning company.

Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.

What happens to the invoice after the vendor emails an invoice to GHX?

Yes - Bridge training "Pro-J-05" has instructions on receiving.

Which email address do vendors send their invoices to? Is this email, uwashington@ghxinvoicing.com for both sub-contract and non-subcontract? Do departments get notified when the invoice was sent?

uwashington@ghxinvoicing.com

Per the guidance on the "For Suppliers" webpage, non-subcontract, standard goods and services use the uwashington@ghxinvoicing.com email unless the supplier is integrated with GHX (suppliers should know whether they are integrated with GHX and this email does not apply); per the MRAM "July 13 Meeting Q&A Follow Up," the same guidance was provided for subawards to use the uwashingto@ghxinvoicing.com email as well.

Is there a size limit for attachments for invoices for BPOs?

Not to our knowledge.

I have a BPO from Ariba. One of the payments show the check cleared by the bank, which the vendor claimed they have not received payment and would like to request a front and back check copy. How and who should I contact for that information?

You may contact PCS Help for assistance at, pcshelp@uw.edu.

Please provide the email again, where the registered vendors who currently have a BPO can email their invoices. Also, do they email the invoices to us first and then, we forward them to that email?

Suppliers do not need to email invoices to departments first, for converted BPOs and doing so may cause delays in processing. Suppliers should be encouraged to follow the guidance on the "For Suppliers" webpage.

How long does it take for a BPO invoice to be paid after the supplier emails it to Procurement? Also, is this how we will proceed temporarily or permanently?

The supplier should email the invoice to uwashington@ghxinvoicing.com rather than to Procurement. This is our permanent Workday process going forward.

Are there inbox notices when an invoice is applied to an order, or are we expected to manually check orders so that we know when to receive? Also, is the timing of receipt important like it was in Ariba?

See guidance, above.

Do we account for tax or not, when receiving against a blanket request?

See guidance, above.

I have an outstanding invoice uploaded to Ariba. I received the invoice however, there was not enough funds to reconcile. In order to pay the invoice, I would need to increase the BPO. How should I handle this?

It depends on what type of BPO it is. If it is a Non-Sub Award BPO, and the BPO is continuing, and additional invoices are expected, you should create a new BPO in Workday.

If on a Sub Award, check to see if the BPO transitioned to Workday and then, you will either need to submit a change request through SAGE or request a new BPO through SAGE. Work with GCA or OSP.

I have a couple of invoices for a BPO which the vendor submitted to me right before 6/30. They are anxious for the invoices to be paid. Should I submit these invoices via SIR?

If they are not for a sub award, you can submit them via SIR or create a replacement BPO in Workday.

Check with GCA or OSP if they want the invoices paid outside of the subaward BPO.

I have a couple of invoices that have a BPO number on them. I searched in Workday for the BPO number but, nothing came up. Does that mean that particular BPO has not transitioned over?

Yes. If a non-subaward, the department should create a new BPO using the instructions linked on the Procurement Services Home page.

For SubAwards, they need to work with OSP and GCA to request a new BPO in SAGE.

Please provide the email to send invoices for already/previously established BPOs (in Ariba).

This answer is dependent on whether the BPO was a subaward and was converted into Workday. If the BPO is in Workday, suppliers follow the guidance on the "For Suppliers" webpage, which is to use the uwashington@ghxinvoicing.com.

For SubAwards, they need to work with OSP and GCA to request a new BPO in SAGE.

For Non-Sub Awards, the department creates the replacement BPO in Workday and includes a comment referencing the old BPO# and the GHX email address, uwashington@ghxinvoicing.com

Once we email the invoices on BPOs, do we need to go into Workday to reconcile after, like Ariba?

Once the invoice is uploaded to Workday, the department will have to Receive and then, it will go through an approval process that can include Central AP, a Grant Manager, and a PI before the invoice is paid.

One of my vendors received their Blanket PO yesterday, and today, emailed an invoice to me. Sholdn't the vendor submit the invoice to Workday or is there a new process with go live?

Per the guidance on the "For Suppliers" webpage, suppliers use the uwashington@ghxinvoicing.com email unless the supplier is integrated with GHX (suppliers should know whether they are integrated with GHX and this email does not apply). UW is using a feature from GHX called eInvoicing and the email is to support that GHX einvoicing feature (thus, there is no process for suppliers to email invoices to Workday or log into Workday).

Do we need to convert to foreign dollars for travel reimbursement to Canada?

We are currently researching this question and look forward to having a definitive answer soon.

Could you provide the weblink for the secure portal we used to use in Ariba for foreign national information, etc.? It used to be a direct link in Ariba, so we do not have it.

We are currently researching this question and look forward to having a definitive answer soon.

We often purchase supplies from a foreign supplier for shipment to a foreign supplier. The variety of delivery location were not in Ariba. Has this been addressed in the new process? Additionally, foreign supplier to foreign site made for erroneous charge

We are currently researching this question and look forward to having a definitive answer soon.

Will there be more information on how to cancel PO's?

Yes, a UW Connect intake form is in process and will be deployed, soon.