Use the following information to understand what qualifies as an invoice and how to submit invoices for payment through Executive Office Finance (EOFin).

What is an Invoice?

An invoice is a bill for goods or services that have been provided but have not yet been paid. To be processed, an invoice must include all the components of an invoice.

Components of an Invoice

• Invoice date
• Remit-to address – i.e., address where the payment should be sent
• The phrase Balance Due
• Made out to University of Washington
• Addressed to a University of Washington location

How to Submit an Invoice for Payment

When a supplier provides you with an invoice that needs to be paid:

1. Confirm that the invoice contains all the components of an invoice.
2. Submit the invoice using the Purchase, Invoice, Reimbursement form.
3. EO Finance will process the payment on your behalf.

Common Issues that Delay Processing

• Invoice is missing components of an invoice.
• The documentation submitted is a quote or order confirmation, not an invoice.
• Invoice is addressed to an individual instead of University of Washington.

Per university and state travel policy, the purpose of the Executive Office Finance (EOFin) Pre-Travel Approval form is for a University of Washington employee to seek approval to travel on behalf of the university, solely for business purposes, prior to the trip.

Submission of the request will be routed for approval according to the Executive Office Finance Pre-Travel Approval flow. If fully approved, it will create a ticket routed to the EOFin team for review.

Information and Documentation

The following documents are required at time of form submission:

• Trip information (including purpose, dates and any personal time that will be included)
• Travel spending estimates (including registration fee, airfare, lodging, meals, ground transportation, shipping, supplies, etc.)
• Any relevant documents for upload (ex: PDF of conference agenda)

Please note: If this travel is funded by sponsored programs, have the grant work tag available.

Additional information or approval may be required based on the business travel request.

Pre-Travel Approval form

UW Guests

If your unit is inviting a guest (non-UW employee), that includes travel expenses, please consult with the EO Finance Team using the EOFin General Consultation form in advance of expected travel dates.

Pre-Travel Approval Workflow Steps

The purpose of the Contract Extension form is to request a consultation with the Executive Office Finance team (EOFin) to extend an existing contract. Submission of the request will create an RT ticket sent to the EOFin team. Please include all documents related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.

Documentation

Prior to filling out this form, please have the following documents that are applicable to your request ready and prepared for upload (not all documents are applicable/required for every individual).

• Data Processing Agreement (DPA)
• New contract
• Sole source justification
• Scope of work and requirements

Contract Extension form

The purpose of the Contract Initiation form is to request a consultation with the Executive Office Finance team (EOFin) to initiate a new contract. Submission of the request will create an RT ticket sent to the EOFin team. Please include all documents related to the request. Additional information or approval may be requested/required based on the request. Please fill out the form to the best of your knowledge.

Documentation

Prior to filling out this form, please have the following documents that are applicable to your request ready and prepared for upload (not all documents are applicable/required for every individual).

• Data Processing Agreement (DPA)
• New contract
• Sole source justification
• Scope of work and requirements

Contract Initiation form