Frequently Asked Questions

No, food purchased for research does not require a food approval form.  Please refer to the Food Approval page for more information.  

If you purchase an item normally classified as food but use it for another purpose, it is still treated as food and therefore, not taxable.

Example 1: A department purchases vinegar but uses it for cleaning. The vinegar is not taxable. 

Example 2: A department purchases pumpkins in fall and has students decorate them for display in the office. The pumpkins are still considered food and are not taxable.

What are examples of items which do not apply to this rule? Items sold for medical or hygiene purposes, alcohol, tobacco, candy, bottled water, soft drinks, and prepared foods. 

See: http://app.leg.wa.gov/wac/default.aspx?cite=458-20-244, #2b.

Foreign suppliers can sign up for Paymode (ACH payments) if they have a U.S. bank account.

If they do not, then they are not eligible for Paymode at this time.

Paymode does not charge a fee for the exchange rate. However, the supplier's bank might.

Tax treaty information can be found under the "Overview of Payments" link above the question, "Is there a tax treaty?"

UW Procurement Services strongly recommends inside delivery for equipment weighing more than 100 pounds. Inside delivery includes uncrating, setting up the equipment at its intended location and removal of packaging debris. Inside delivery eliminates liability risks and is well worth the minor cost.
Here’s why:

• It’s never a good idea to leave expensive equipment on an unsecured loading dock awaiting its final destination.
• Employee safety: when employees try to install heavy equipment even with correct equipment, departments put themselves at risk for potential injuries to staff and L&I claims.
• Internal delivery gives departments the ability to inspect equipment for hidden damages prior to signing the delivery receipt.
• Inside delivery ensures the proper transfer of “chain of ownership” that makes it clear who is responsible for damage during the shipping or installation process.

Cardholders must make sure the outstanding balance is paid in full to the bank and the card is turned in to the department upon separation. Any remaining default is to be charged to the University, the department will then be responsible for any remaining default owed.

All documents related to the UW Travel Card may be fully disclosed as a public record to the extent provided for by the Public Disclosure Laws.

For any card that falls under company US01745 (UW Corporate Travel Accounts), the Pin is optional; it may not be requested at the point of sale.  It is up to the merchant whether or not they require the Pin. It is an extra added layer of security.

Yes, this payment method is available for Research Subject and ICA payments through Miscellaneous Payments. To assign Zelle for payment in an MP, you will do two things. First, add the phone number or email address of the payee that is associated with their Zelle account to the Contact Information section of the "Miscellaneous Payee." The second is to select Zelle as a payment type in the Miscellaneous Payment (MP). 

Foreign suppliers can sign up for Paymode (ACH payments) if they have a U.S. bank account.

If they do not, then they are not eligible for Paymode at this time.

Paymode does not charge a fee for the exchange rate. However, the supplier's bank might.

Suppliers should contact Paymode-X Customer Support at 1-877-443-6944 with their Paymode-X Account ID. Suppliers can receive business payments from UW in the same AR file format they are familiar with from other payments. CTX - also known as an EDI 820 format - is a type of file format that Paymode-X can send through to a supplier’s bank account when the supplier has a Paymode-X Premium Membership. Suppliers can pull a file from their bank to load into their AR system, and use the details to post their payments automatically to an open invoice or account number. Choosing both a Paymode-X Premium Membership and CTX also eliminates the need for the supplier to log in to Paymode-X since the remittance data will be sent to their bank.

ACH is an electronic payment method. ACH stands for Automated Clearing House and is a secure payment transfer (direct deposit) to a US account.

• No. Use a Travel card or personal card and request department reimbursement
• Contact ProCard or CTS administrator for exemptions

The ProCard office do not retain transaction invoices. Please contact the merchant and request for a copy of the invoice.

Activation information is provided in an email sent to the cardholder. Contact the ProCard office if not received. It will contain two pieces of identifying information that JPMC will ask for when activating the card. Your user name will also be included and will have at least six characters.

The SSN number JPMC is asking for is the last 4 digits of the UW’s tax ID number. These four digits are what ProCard uses as the SSN. Refer to your ProCard welcome email for the information JPMC is requesting.

Passwords are required when contacting JPMC about your account. They will request two pieces of identifying information that can be found in your ProCard welcome email. 

• Customer Service & Fraud Department: (800) 270-7760.

Review the "Express Mail with Procurement Card" web page for the contact information of the various providers. 

It is your department building address. Same as the address on the application form.

Please refer to the tax office website for information about goods & services taxability

Effective January 2013, suppliers can impose surcharge for card payments. The supplier is required to advise the cardholder before charging the card.

ProCard accounts are not transferrable to other departments. Email the ProCard office at procard@uw.edu to cancel your card. Dispose of the card appropriately; you do not need to return the card to the ProCard office. Check with your new department if you will need a new ProCard account.

Procurement Services discourages purchases from eBay. When considering an eBay purchase, it is important to remember that you have no recourse if the item is received damaged or not in working condition, except eBay’s moderation between you and the seller. There is no guarantee in such a case that your money will ever be refunded. Also, many times these items come as is with no warranty. If the item breaks or stops working, your department is either out the money you paid or now looking for someone to fix it for an additional cost.

Departments should heavily consider the risks prior to making such purchases. One additional thought to consider is whether an item is applicable for M&E tax exemption and equipment tagging. If so, you would not be able to claim the M&E tax exemption if purchased through eBay.

eBay does not accept purchase orders. This is because when you buy on eBay, you buy from individual sellers, not from eBay. The individual sellers will invoice you and payment will be made via credit card, in most cases prior to the item being delivered.