Frequently Asked Questions

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. 

Find the line item information. Scroll to the far right of the line item, and you will see the column for "split." Click the 0 to start the split. After you select the type of split, you will come to a screen with one line shown. Click the plus + sign above that line on the left to add a new line for the split.

Yes. There is no longer a catalog, but you can follow the instructions here for how to continue to get contact pricing on a Non-Catalog order.

Please see the UW Connect Finance Portal for guidance on Financial Treatment worktags available for requisitions. 

Only the Requisition Requester who initiated the RQ can cancel it. If that person is not available, send a ticket to PCS Help via UW Connect.

In the requisition, click on Related Actions:

• Select Requisition
• Select Cancel

• The current date can be entered as the "Accounting Date"
• Add a reason for the cancellation in the "Comments" box.
• Click "OK"

*The requisition will then be in a "Canceled" status.

The only deposits that are allowed in revolving fund bank accounts are for reimbursements associated with expenditures processed by the revolving fund desk.  Departments that need to make a deposit for other UW related business should email bankrec@uw.edu for guidance.

1. Voided checks occur when the check is written in error and the check is still in-hand.  Write VOID across the check and keep the voided and keep it for your audit records. 

2. A canceled check is when the check is not in-hand but was not received by the research subject.  It could be lost in the mail or the subject may have misplaced it.  Verify the check has not cleared your revolving fund bank account before reissuing a new check.

3. Checks that are 6+ months old need to be reported through the stale date process.  Stale checks are still payable to the research subject and funds will be either claimed by the subject through the stale date process or reported as unclaimed property.  Funds are not credited back to the department budget as they are still payable to the research subject.

Email revfund@uw.edu to place orders for checks for Bank of America.  For Wells Fargo, if you have the Superior Press form, you can complete the form and send it in.  If you do not have the form, please email revfund@uw.edu .

ATM and debit cards are not allowed to be tied to a revolving fund bank account.

The account only allows checks as a form of payment. If the research subject requires electronic payment, please utilize other payment options by emailing revfund@uw.edu .     

No. According to new state regulations, purchases or payments between $10,000.00 and $100,000.00, excluding tax, are to be competitively bid and documented.

Supplier Invoice Requests (SIR) are subject to the direct buy limit with exceptions including utilities and membership/subscriptions.

No. M&E purchases should go through a requisition in Workday.

All existing POs and SIs will be processed and paid according to the original worktags on the PO. Run R1514 - Purchase Order Lifecycle to review existing POs and SIs. Any new PO will use the updated related worktags. BEFORE submitting a new requisition, verify the grant worktags are correct.

Only Balancing Unit, Fund, Function, and Resource worktags need to match between the existing Grant Driver worktag and POs and SIs. All other related worktags on the Grant Driver worktag do not need to match for approval to occur and payment to process. 

Due to ongoing beginning balance reconciliation efforts and preparation for fiscal year end close, any reclassification journals intended to move between cost centers within one grant will be deferred until FY25. Since transactions will continue to post journals with the original Grant worktags on Purchase Orders, this should be considered when performing spend & budget analysis. Units may continue to perform payroll accounting adjustments (PAAs) and Accounting Adjustment.

Approved transactions will be paid with original worktags. Any transaction that is pending approval can be updated to the correct worktags. 

Shared Environments and departments can start submitting your updates on May 1st, 2024. 

Update on any Grant related worktags will trigger a validation error “Worktags do not match Grant Related Worktags” for the following in-flight transactions:
•    Customer invoice Adjustment
•    Expense Report
•    Internal Service Delivery
•    Procurement Card Transaction Verification
Update on one of the four critical Grant related worktags (Balancing Unit, Fund, Function and Resource) will trigger a validation error “Validation “Your transaction's Fund, Function, Balancing Unit or Resource do not match the grant's related worktags on Grant” for the following transactions:
•    Supplier Contract
•    Supplier contract Amendment
•    Requisition
•    Purchase Order
•    Change Order
•    Supplier Invoice Request
•    Supplier Invoice
•    Supplier Invoice Adjustment
 

Requisitions and purchase orders cannot be completed nor the supplier paid unless the selected supplier is currently active in the UW supplier data. Specific information about each supplier is required for IRS, state and university policies. This information is entered as part of the supplier record and assures that timely, accurate payments are made and that the University is able to fulfill certain reporting requirements.

The first step for UW employees interested in transacting with a new supplier is to submit the Supplier Request Form, found in the UW Connect Finance site. The submission creates a ticket, which is forwarded for review by the operating unit, and upon being confirmed as actionable (i.e., onboarding as a supplier is the correct procurement action), is then routed to Supplier Administrators for review and sending the invitation to the supplier contact from the financial system. The request is then Resolved, and next steps are communicated in the ticket back to the form submitter, and anyone added on the form as a Watcher.

Once the supplier takes action to create the Workday Central Login account and submit the Supplier Onboarding Form, including all documents required, Supplier Administrators review the onboarding form, and verify all prospective suppliers' IRS Forms and Taxpayer ID Number (TIN) information prior to approving the submission as a Supplier into the system for use for procure-to-pay processes. Additional steps for suppliers, such as enrolling for electronic payment programs with UW's banking partners, understanding purchase order and invoicing requirements, ongoing responsibilities, and maintaining their supplier record are all described on the university's supplier-dedicated webpages.

Search for suppliers in Workday using the using the search bar with “supplier: [name]” or typing in a known SPL-XXXXXX number, or try the Find Suppliers R1495 report. The R1495 includes the option to search by a supplier's email, either full (person@company.com) or partial (@company.com). Suppliers can also be searched using the REF number from a Supplier Request Form submission for New Supplier requests; for recently onboarded suppliers requested July 1, 2025 or later, simply enter the REF number (i.e., REF1234567) in the Supplier field of R1495.

Suppliers are active for payments by mailed paper check upon completion of supplier onboarding, and while enrollment for electronic payment options are processed. Suppliers have a different options for electronic payment, but not all suppliers are eligible for all programs being offered by the university's banking partners. Details are available for our supplier community on the For Suppliers webpage, and suppliers must contact Supplier Administrators first to begin enrollment in the programs. Available options are:

• U.S. domestic businesses (not individuals) may enroll for either the ePayables virtual bank card program or bank deposits through Paymode-X
• International/Foreign non-U.S. suppliers may receive Wire payments with the completion of an IRS W-8 and Bank Verification Letter

Please note:

• If a program is listed as the Accepted Payment Type but the Default Payment Type still shows Check, this means the supplier has started enrollment for the program and will be paid by check. Only when the Default Payment Type shows the name of the program has the supplier completed program enrollment and future payments will be made with one of the electronic programs.
• UW does not maintain any banking information in UW records for suppliers enrolled in ePayables or Paymode-X. If you see a Settlement Bank Account with "ePayables (BofA)" or "PayMode" shown as the payment type, that is simply coding required for the electronic payment programs; they are not actual bank accounts aligning with the routing or account numbers for the supplier's actual bank.

The University is not a tax exempt institution. The University of Washington must pay sales tax on most merchandise purchased for operations of the University.

For more tax information please see the Tax Office webpage. Under "Departments" please review the various areas, including:

Please visit the Tax Office website. There are several additional FAQs that may help you.