Embedded Files
Order Nitrogen Tanks via Ariba
Log in to Ariba: https://finance.uw.edu/ps/ (you will need to log in to the UW version of Ariba, not the general Ariba website. Consider using Internet Explorer if you cannot log in)
Select ‘Procurement Tab’ at the top of the webpage
Select ‘More Categories…’ hyperlink in the catalogue section
Search for and select ‘Praxair’ company
Select the green ‘Buy from supplier’ tab (this may take some time to go to the company’s website)
In the search box, search for the nitrogen tank Supplier Part Number: NI 4.8LC230-22 (copy and paste the nitrogen part number)
Select Nitrogen tank NI 4.8LC230-22
Order/ Add 2 tanks under the quantity tab
Select green ‘+ Add to Cart’ tab
Check that is the correct nitrogen tank and then select the green ‘Next’ tab
In the ‘Praxair Account Number’ box, input Account Number: MV787
Select the green ‘Search’ tab
We want this account to be selected:
Praxair Account Number: MV787
Last Name, First Name: ALFERNESS, JASON
Department: LN2 PHYSICS - PHYSICS BLDG
Room: RM B032
Select the green ‘Next’ tab
Check the order is correct, and select the green ‘Order’ tab (you should be returned to the Ariba ordering page)
Under the Title box: NITROGEN LIQUID – ‘CURRENT.DATE’ (NI 4.8LC230-22 / 230 liters)
Under the ‘On Behalf Of’ search my name (UW netid amhall2)
Under the ‘Delay Purchase Until’ always select the earliest Friday date
This the date when the company receives the order request.
Under ‘Telephone’: +1 206 221-2601 (my phone number)
‘Is this item listed on the exception item list?’: No
‘Will the usage of this contract potentially expose any patient health information (HIPAA)?’: No
To add financial information, make sure the line item is checked
Select the ‘Edit’ tab
Scroll down to ‘Accounting - by Line Item’ section, and input the budget number 06-0474
In the Project box: CRYOGN (this is the code for nitrogen)
In the ‘Shipping - by Line Item’ section, check that the ‘Ship To’ box is Physics-Astronomy building (3910 15th Ave NE)
In the ‘Deliver To(Room/Name):’ box input B032/Alexis Hall (this is where the nitrogen room is and I need my name on the receipt since several people order nitrogen for the building).
Select the yellow ‘ok’ tab
Check the ‘Shipping - Entire Requisition’ is correct (same information for the ‘Shipping - by Line Item’ section with B032/Alexis Hall in the ‘Deliver to’ box)
In the comments box, input:
Please pick up any empty tank(s). You may leave tanks in the Physics-Astronomy loading dock if the entrance is locked. Thank you.
Check the ‘Visible to Supplier’ box
Double check your work
Select the yellow ‘Submit’ tab
Once the order is approved by the Physics Administrator, Michael Kummer, you will receive a confirmation email from Praxair. Please forward that email to me, amhall2@uw.edu
Budget Reconciliation
Guidelines for Budget Reconciliation
Purpose and Background: Regular reconciliation should be done to provide reasonable assurance that transactions are authorized, reasonable, allowable, and correct. The process encompasses two different activities or roles:
1. Detailed review of transactions and supporting documentation (department fiscal staff and designated administrative staff)
2. High level budget review and analysis by a person accountable for the budget (department fiscal managers and faculty).
Special Notes on Sponsored Budgets: The Principal Investigator (PI) is responsible for their grant budgets, unless the PI has delegated authority to another person who has direct knowledge of the needs of the project.
Department Guidelines
How Often Should We Reconcile?
When possible reconciliation should be completed monthly, within 45 calendar days of month-end close, but no less frequently than quarterly. For sponsored agreements a final reconciliation should be completed within 45 calendar days of the budget end date. Keep in mind that special situations such as biennium close may take longer to finish than “regular” months.
What does Budget Reconciliation Cover?
1) Review transactions
ξ Review all departmental transactions. The following examples of reports are useful for reviewing posted transactions:
o MyFinancial.desktop
o UW Budget Activity Report (BAR)
ξ When reviewing transaction amounts, keep in mind that sales tax may not have been charged by the vendor. The transaction amount posted to UW systems will typically include sales or use tax, and may therefore differ from the vendor charge amount.
ξ Look for any suspicious transactions or abrupt changes from an established pattern or trend.
2) Identify and document the appropriate budget project code for state and endowment budgets
ξ Any transaction posting on state budgets and endowment budgets must have a project code documented. If you have any questions about this, please ask the department Administrator or Associate Administrator.
3) Match transactions with supporting documentation
ξ Validate that supporting documentation (electronic or paper), including source documents, matches expense or revenue transactions on the official university record (e.g. MyFD Transaction Summary or Reconciliation Report, Enterprise Data Warehouse (EDW) Reports, BAR).
ξ A transaction may be reconciled without physically matching supporting documentation if: o The person accountable for the budget has knowledge of the nature of the transaction, is able to explain what it is for, and the transaction originated from a UW source. The source document needs to be reproducible and available according to the record retention schedule. Examples include regular salary charges originating in the UW payroll system, payroll benefits, and indirect costs.
4) Manage supporting documentation as specified by Records Management:
o State and Endowment budgets
o Grant and Contract budgets
o Refer to department scanning policy and procedures
o Electronic systems such as ARIBA allow supporting documentation to be scanned and attached with requisitions. It is emphasized that all documentation be scanned and attached in such systems.
5) Investigate and resolve any discrepancies or concerns
ξ When investigating and resolving discrepancies, these actions should be performed by an appropriate person other than the person who initiated the transaction.
ξ For errors involving transactions of $10 or less, see guidance provided in GIM 15 Attachment B: Cost Transfer Minimum Thresholds (applies to all budget types).
When Is Budget Reconciliation Considered Complete?
ξ Transactions have been reviewed and matched as described above,
ξ Errors have been detected and resolved, and
ξ Any corrections initiated have been verified as complete.
Finding UPS Invoices
2. Login
3. Select Quick Start, View & Pay Bill
4. Select UPS Billing Center
5. Select Payment, Payment Activity
6. Search the invoice number based on the payment amount
7. Copy the invoice number
8. Select invoice, Company Summary
9. Change invoice status to "ALL"
10. Paste invoice number in the box
11. Select search
12. Select the correct hyperlink invoice number
13. Select "View/Download invoice data"
14. Select PDF and hit "Submit"
15. Save PDF as "UPS-Amount"
16. Upload the file in the "Shipping Request Labels and Approval" google drive shared folder
Finding FedEx Invoices
Login (UOWP account)
Select View and Pay Bill
Find the FedEx invoice based on price, and select the hyperlink/invoice number
Select the transaction ID
The invoice should appear. Select "Printer-Friendly"
Right click mouse and select print
Select PDF for the print option
Save file as "FedEx-Amount"
Upload the "Shipping Request Labels and Approval" google drive shared folder
Package Emailing
On the Desktop there is a folder called Mailing Email. Inside, you will find 2 Excel docs named ‘Mailing list’ and ‘Today’s list’ and a Word doc called ‘Package Email’.
First go to the ‘Mailing list’ Excel and look for the people you want to send the email to. If a person is not listed there, add their first name, last name and email to it.
After you find them, select those rows and copy them. Then open the ‘Today’s list’ Excel, delete all the previous names on there and paste the new ones on there. Now add each person’s number of packages and the companies they received them from in their row. If they received multiple packages from different companies just right down all the companies in the same cell, separated by commas and one an ‘and’.
Now SAVE and CLOSE both of the Excel docs.
Open the Word doc. You might get a warning that says some info from your database might be used in the document. Go ahead and say yes.
Now go to the mailings tab -> Start mail merge and click on E-mail messages.
You can preview each email by clicking on the preview before you send them if you want to make sure everything is ok!
Then under the same tab click on Finish and Merge -> Send email messages
Here you can choose the email’s subject which I have already put BAB package as the subject. Go ahead and click on ok.
The emails will be sent automatically. You can see them in the sent tab of outlook.
After you’re done save and close the word doc.
UW Alternative Toll Service (UWATS)
www.washington.edu/cac/care/phone/uwats.html
Ordering new UWATS#:
Fill out Long Distance Service Order Form (online http://www.washington.edu/cac/care/phone/uwats.html )
Fax to 685-8457 OR send to Computing & Communications Box 355675 (don’t do both)
Forgotten UWATS #:
Call Computing & Communications, UWATS section, 206-543-0132 for information. Comtech will not release information unless your name appears on the list of authorized personnel. If your administrator has not authorized you to request information, an authorized staff person (such as the administrator) will need to request the information.
Using UWATS:
To call US & Canada
o From a campus phone
o Dial 77
o Listen for dial tone
o Dial 1+Area Code+7 digit number
o Listen for staggered tone
o Dial UWATS authorization code
To call International
o From a campus phone
o Dial 77
o Listen for dial tone
o Dial 011+country code + city code (omit 0 if first digit)+ number
o Dial [#] unless country code, city code, and local number total 15 digits or more.
o Listen for staggered tone
o Dial UWATS authorization code
To fax US & Canada
o From a campus fax machine
o Dial 77
o Press [Pause]
o Dial 1+Area Code+7 digit number
o Press [Pause]
o Dial UWATS authorization code
o Press [Fax] or [Send]
To fax International
o From a campus fax machine
o Dial 77
o Press [Pause]
o Dial 011+country code + city code (omit 0 if first digit)+ number
o Dial [#] unless country code, city code, and local number total 15 digits or more.
o Press [Pause]
o Dial UWATS authorization code
o Press [Fax] or [Send]
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