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.
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.
As a state institution, we do not issue money orders or cashier's checks.
Yes, only the equipment will be tax exempt. Maintenance service agreements are still taxable. See taxability grid on the Tax Office webpage at https://finance.uw.edu/tax/netid/taxability.
Meals are held to the state required per diem rate. If there are any additional charges, they can be charged to a discretionary funding source only when approved by a Dean or Vice President. Keep a record of the number of attendees of the event. If the cost goes over the per diem rate, also keep a justification of why that supplier was chosen.
Subawards are not subject to Biennium rules; however, invoices should be paid in the correct accounting period regardless of fund type.
Supplier Invoice Requests (SIR) are subject to the direct buy limit with exceptions including utilities and membership/subscriptions.
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.
You need to contact the vendor and arrange for returning the item. If a payment has already been made, you need request a refund. Often times the vendor will issue a RMA (Return Merchandise Authorization) or RGA (Return Goods Authorization) number to indicate their approval of the return. User should request this number from the vendor if it is part of Vendor’s return policy, and reference this number on the shipping label and other related correspondence.
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.