Are You a Vendor?

Vendors must provide the following information to UW Accounts Payable to conduct business:

• Invoice Requirements
• Vendor Registration Form
• Billing Address
• Payment Terms
• Payment Inquiries
• Tax Information
• Credit Memo Requirements
• Refunds to the UW

A graphical represenation (brochure) of this information is available here.

Invoice Requirements

• UW purchase order (PO) number
• Shipping address
• UW customer contact (the person who placed the order)
• Invoice number
• Invoice date
• Detailed item description (as described on the PO)
• Clearly marked invoice total
• Submit a duplicate copy
• Bill only for items shipped or services already provided

Vendor Registration Form

Billing Address

University of Washington
Accounts Payable
3917 University Way NE
Seattle, WA 98105-6692

Payment Terms

• See your UW contract for specific billing and payment terms and information.

Payment Inquiries

• Email aphelp@u.washington.edu or (206) 543-4500
• Provide the PO number
• Statements should be sent via email to aphelp@u.washington.edu in MS Excel format (sample)
• Credit memo and Invoice inquiries must reference the originating UW PO number

Tax Information

• UBI, Tax ID and W9
• Resale Certificate
• Tax Exemption Certificate

Credit Memo Requirement

• UW purchase order number
• Ship to address
• UW customer contact (the person who placed the order)
• Credit memo number
• Credit memo date
• Detailed item description (as described on the PO)
• Reference original invoice number
• Submit a duplicate copy

Refunds to the UW

• UW issued PO (required)
• Provide one reason listed below on the refund check
  • Overpayment
  • Duplicate Payment
  • Damaged goods/returned items
  • Rebate
  • Discount

Financial Services
A Department of Financial Management
Modified: July 1, 2008