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Placing an Order

All purchases should have a UW purchase order number already created before order is placed.
Confirm PO is complete.
Provide the correct six digit PO number and the correct billing address to the vendor.

Submitting a Vendor Invoice to Accounts Payable

Verify the PO number is listed on the invoice.
Prepare a UW invoice voucher for purchases over $10,000 or to communicate special check handling instructions.
Make a copy for department budget reconciliation.
Submit original invoice to AP Box 351130.
Do not make manual corrections on the invoice. Request the vendor to send a correct invoice to AP. Send an email to rip@u.washington.edu (for invoices up to $10,000) or nonrip@u.washington.edu (for invoices over $10,000).

Invoices are processed by matching the items on the invoice against the items on the purchase order.

Disputed Invoices

You may dispute the invoice for several reasons (damaged merchandise or partial shipment). The department is responsible for notifying rip@u.washington.edu (for invoices up to $10,000) or nonrip@u.washington.edu (for invoice over $10,000) within five days of receiving the RIP/Non-RIP notice if an invoice should not be paid or held.

Requisitions Flagged for Attachments

The following documents are considered attachments and should be sent directly to Purchasing.

Quote from the vendor
Specifications
Maintenance or service agreements
Sole source justification
PR-3 form (only if the requisition has multiple budgets)

Vendor invoices are not considered attachments. Send vendor invoices with the purchase order number directly to AP Box 351130.

Object Coding

Each University department must enter an expenditure code (composed of a two-digit Object Code and a two-digit Sub-Object Code) on various University forms and screens, such as purchase requests or cost transfer invoices, originating within that department. Proper code classification is essential to the timely processing of expenditure transactions.

UW Invoice Vouchers

A Washington State Invoice Voucher (UoW form 1730) is not required for payment of invoices with a PO number. The invoice voucher may be used in the following circumstances.

To pre-approve invoices over $10,000 (Non-Rip)
To provide special mailing instructions for check handling.

Departments must provide full name and phone number for check pick-up.
Payments sent via express mail or courier must include budget number to be charged and physical remit address.

Payment Terms

Invoices will be scheduled for payment within 30 days from date of receipt of a properly completed invoice or goods, whichever is later.
NON-RIP (over $10,000) invoices require departmental approval and material received date to release payment.

Subcontracts

Requisitions for subcontracts must be set up with object code 03-62 to be tax exempt. If the requisition was not set up with this object code, the Purchasing Buyer can update the information. If Use Tax is charged incorrectly, the department must request tax reversal by AP within 6 months from payment date. See Sales and Use Tax.

Payments to Individuals

Check Requests
Purchase Orders

Sales and Use Tax

Payment Delays

Payment for invoices may be delayed for a number of reasons. Some of the more common problems include:

The requisition is incomplete in PAS and must be completed by your department.
Your department has not returned the signed receiving report for an invoice over $10,000.
The invoice did not contain a purchase order (PO) number or had an incorrect number.
Charges are being disputed.
A hold is placed on payment due to damaged or missing items.
Mismatch of line items ordered on purchase order.
The invoice exceeded the approved requisition dollar amount.
The invoice is beyond the contract period.
The freight charge on the invoice exceeds the order freight by 10% or more.
The cost is different than the quoted amount.
Additional items have been added to the order without Buyer’s knowledge.