Attachments

UW Purchasing and Stores 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) 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. 3. Exceptions There are two methods in PAS for setting up requisitions on the Purchasing side; on-line and manual:  On-Line: Once the requisition is assigned to a buyer, it is processed and finally put into a payable status. Accounts Payable can not process a payment until Purchasing puts the order in a payable status. Well over 95% of all orders are processed on-line (meaning Payables does not need to see a hard copy of the 7/28/06.mc.dw UW Purchasing and Stores requisition – payment information is taken directly from the system). For these orders, steps 1 and 2 above apply.  Manual: There is also a manual process that does require the payment to be recorded on the requisition itself. This is typically used for processing reimbursements, honoraria, other payment to individuals, and foreign orders. For these types of payments, all attachments should be forwarded to Buyer Assignment, including the payment documents. 4. Other Process Considerations The PAYMAN process is an alternative process used to pay individuals. For details, see the sites at: http://www.washington.edu/admin/payables/ http://www.washington.edu/admin/payables/checkreq.html For further information, visit our web site: http://www.washington.edu/admin/purchstores/ 7/28/06.mc.dw