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 representation (brochure) of this information is available here.

Invoice Requirements

(Invoices referencing multiple POs are not acceptable)

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

More information about the Vendor Invoice is available here.

Vendor Registration Form

New Vendors:
All new vendors seeking a business relationship with the University of Washington must complete a Vendor Registration form. More information including instructions for completing the form can be found here.

The completed form may be submitted to Accounts Payable via email, fax or US mail. For increased security, please do not email forms with personal Social Security information.

See the Vendor Registration Form instructions for more detail.

University of Washington
Attn: Accounts Payable
3917 University Way NE
Seattle, WA 98105

206-543-4500 phone / 206-685-8018 fax
email: vcontrol@u.washington.edu

Billing Address

Must be listed as:

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.
University of Washington General Terms and Conditions may be found at www.washington.edu/admin/purchstores/docs/GTC.fv.pdf

Payment Inquiries

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

Tax Information

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