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For more detailed instructions, please see the Step-by-Step Purchasing Instructions page.

1. Placing a purchase requisition

If using PAS, all purchases should have a UW purchase order (PO) number created prior to placing the order with the vendor. If you have placed a confirming order:

• confirm the PO is complete and
• provide the correct six (6) digit PO number to the vendor and
• provide the correct billing address for UW Accounts Payable and
• provide your department delivery address for the purchase(s)

2. Submitting the vendor’s invoice to Accounts Payable

Once an invoice is received at UW Accounts Payable, the invoice is logged and processed for payment within the payment terms designated in the contract. The payment clock begins at the time a complete invoice is received in UW Accounts Payable. If your vendor has submitted their invoice to your department, please forward it quickly to Accounts Payable for payment.

Before sending an invoice to Accounts Payable:

1. Verify the PO number is listed on the invoice.

Note: Do not make manual corrections on the invoice. Request the vendor to send a correct invoice to Accounts Payable. You may communicate billing discrepancies with AP via email at: rip@u.washington.edu (for invoices up to $10,000) or nonrip@u.washington.edu (for invoices over $10,000)

2. Make a copy for your department budget reconciliation.

Note: Accounts Payable will only make copies of invoices received directly from a vendor via U.S. Mail. If it is received via campus mail or hand delivered by a UW Department representative, they will assume the department has made and kept a copy for their own reconciliation.

3. Prepare a UW invoice voucher for purchases over $10,000 or to communicate special check handling instructions.

4. Submit original invoice (and the UW invoice voucher if appropriate) to Accounts Payable at Campus Box 351130.

Additional department responsibilities

• Disputed Invoices
• Requisitions Flagged for Attachments
• Object Coding
• UW Invoice Vouchers
• Payment Terms
• Payment Delays
• Payments to Individuals
• Sales and Use Tax
• Sales and Use Tax on Subcontracts

Disputed Invoices

You may dispute the invoice for several reasons, such as damaged merchandise or partial shipment. The UW department is responsible for notifying Accounts Payable at 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.

Note: Do not make manual corrections on the invoice. Request the vendor to send a corrected invoice to Accounts Payable.

Requisitions Flagged for Attachments

1. What is an attachment?
An attachment in the purchasing sense is any document that supports a specific purchase or is material to the purchase and should (or must) be retained as part of the requisition file.
Examples:

• Sole source statement
• Vendor quotation
• Various forms (1631, 1632, etc.)
• Scope of work (statement of work)
• Vendor proposal
• W-9

An attachment from the payables perspective is largely restricted to a payment document and supporting documentation as required.
Examples:

• Invoice voucher
• Receipts
• Vendor invoice

2. Where do I send the attachments (and why)?

As a rule, all attachments required to document a purchase should be sent to UW Purchasing (mark the requisition for attachments in PAS and forward the attachments referencing the requisition number to Buyer Assignment, Box 351115). These types of attachments include:

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

Attachments that are payment documents should be sent directly to Accounts Payable, Box 351130, again referencing the requisition number.

Note: At times, you will have both types of attachments. If this is the case, mark the requisition for attachments and forward all the non-payment related attachments to Buyer Assignment in Purchasing. The invoice can be sent directly to Accounts Payable.

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. More information is available on the UW General Terms and Conditions page.
• Invoices over $10,000 require departmental approval and material received date to release payment. Departments can monitor invoices pending approval by budget number, department contact, box number or vendor name and approve payment on the "Supplier Invoices over $10,000" page.

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.
• Invoice discrepancies against the PO such as:
  • 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.

Payments can also be delayed if the department has not created a requisition in PAS. If the items were received before the requisition was placed, consider a ProCard for payment. (see the Procurement Card web page for information on purchase limits and details)

Payments to Individuals

Payments to individuals can be made using either the check request form or invoice voucher under the following circumstances:

• The check request form (UoW 1570) is mainly used to pay honoraria and related travel expenses to a Non-UW individual. Payment must be for $3,300 or less. A PAS requisition/purchase order or an invoice voucher is not required.
• Payments in excess of $3300 must be submitted on a PAS Requisition with an invoice voucher.
• Payments to individual for services must be submitted on a PAS Requisition with an invoice voucher and proper documentation.

Please see the Check Requests website for more information

Sales and Use Tax

The University of Washington must pay sales tax on most merchandise purchased for operations of the University. Sales tax is charged directly by the vendor. If the vendor does not charge and collect sales tax, an equivalent amount is charged as a use tax when the invoice is paid through the Purchasing Accounting System (PAS). Please see the Sales and Use tax web page for more information on Sales and Use tax, tax exemptions and corrections

Sales and Use Tax on 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.

Financial Services
A Department of Financial Management
Modified: August 21, 2009