Self-paced training is provided in several formats including demonstrations, tutorials, slide shows, and videos.

Available Training

TITLE	TYPE
Cash Handling	Online Tutorial
Cash Handling Training	Blackboard Training & Assessment
General Receivables	Online Tutorial
Introduction to the Rules of Travel	Slide Show
Online Payments	Online Tutorial
Safeguarding Non-Public Financial Information	Blackboard Training & Assessment

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FAQ's

Accounts Payable | Contract Administration | Travel | Purchasing

 

Accounts Payable

Where do I send invoices from vendors?
Invoices should be sent directly to Accounts Payable Department for prompt payment and not to the department. Remind vendors to reference the Purchase Order number on their invoice.

How long does it take to get a check from Accounts payable?

• Timeline – Our goal is to process check requests and reimbursements within 7 to 10 business days after receipt of properly completed paperwork.
• Check processing occurs on Tuesday & Fridays except Holidays.
• Reimbursements must be sought in a timely manner; 60 days from incurring the expense.

What are the important deadlines?
Fiscal Year End (June 30): Look for Fiscal Year end calendar for critical deadlines that must be met during June & July. Start planning for any large dollar purchases before March of each year.

Who do I call with questions?
Resources – Refer to the A/P website, and feel free to contact the Accounts Payable Department for clarification on rules and regulations.

What is Use Tax?
Use tax is the tax we are obligated to pay when vendors do not collect WA ST Sales Tax on purchases we made from them. The Use Tax Rate is equivalent to our sales tax rate.

 

Visit the Accounts Payable website for more information.

 

Contract Administration

What is a contract?
Any written form of documentation legally obligating the University performance or monetary issues. For example, any document that contains language related to pricing, statement of work, insurance, indemnification, legal venue, rights and responsibilities of either party or similar language, whether or not it involves monetary payment or indicates it requires the signature of the University, should be considered a legal contract.

Who can sign a contract?
The President’s Office delegates signatories. The current list allows for a small number of employees to sign on behalf of the University – Assume that you cannot sign anything that looks like a contract.

Can I hire a consultant?
Due to the strict Washington State personal service regulations, it is best to contact Contract Administration to discuss your Department’s specific contract need.

For further detailed information visit: OFM State Administrative & Accounting Manual (SAAM) Chapter 15 and Chapter 16 OFM Additional Contracting Resources

How do I pay for a Guest Speaker?
The Services/Reimbursement Form is used for initiating payments to guest speakers who provide one-time nonrecurring services, not exceeding $599.99. If travel is paid separately, or service exceeds (3) calendar days, a personal services agreement must be used with approval granted by Contracts Administration.

For more information on Paying Honoraria to Non-employees, refer to POL-U5348.09

 

Visit the Contract Administration website for more information.

 

Travel Rules & Tips

Travel Rules

• Airfare/transportation – may only be purchased with a Corporate Travel Card, directly with Airline or State contracted Travel Agency
• Receipts – must be originals, in the payee’s name, and showing as paid (not with a balance due)
• Travel – reimbursement must be sought in a timely manner; within 60 days of Travel completion.
• Resources – travelers refer to the Travel website: or contact the Travel Desk @ ext. 3341 for clarification on travel rules and regulations.
• Food – not in travel status. When using Chart of Accounts 1 Funds, to pay for food, and you are not in travel status, complete a Coffee & Light Refreshments/ Meals with Meeting web form. Be sure to reference that web form # on related pay documents.

Tips - Coordinate - Plan - Cooperate - Profit

• If many people are going to the same event, coordinate their travel preparations.
• Initiate travel authorization, and make travel plans for multiple travelers at one time. Remind them of reimbursement requirements so they save appropriate receipts.
• Encourage travelers to cooperate by sharing hotel rooms, and ground transportation such as: motor pool; cabs; and shuttles. Also, encourage multiple travelers to attend competing sessions at a conference.

 

Visit the Travel Services website for more information.

 

Purchasing

What can I buy?
Departments are authorized to make purchases of up to $1000 without purchasing approval except “RESTRICTED” items. If over $1000 or restricted process as a Department Order on a Purchase Form. All items must deliver to a WWU address.

Restricted Items – what does that mean?
Restricted items are products which, regardless of dollar amount, must be purchased by Purchasing or routed to the appropriate University Department. See the back of the purchase form or the Restricted Items webpage.

What are the State bid limits?
Any item excluding tax and freight that costs more than $3300 must be competitively bid. The larger the amount the more formal (and longer) the process.

What does sole source mean?
It could be a product covered by a patent or an item that is compatible with existing equipment. Please review the Sole Source Justification Form.

Purchasing Card Program (P Card)
Western Washington University is participating in a State contracted procurement card program (P Card). Get your Card by calling ext. 2080. Visit the PCard website for additional information.

 

Visit the Purchasing website for more information.