QUICK START GUIDE TO CLINICAL CLERKSHIP INVOICES

All payments for the University of Washington are processed by our central Purchasing Office, and because the Purchasing Office pays tens of thousands of invoices each year and has no idea who or what our clinical clerkship sites are, they must follow their procedures for due diligence and assure that they're paying only invoices they are supposed to pay. Which means that your invoices must contain the following: Your business name and address, which must match the name and address on file with the UW Purchasing Office. This is the name and address you used when you registered as a vendor with the State of Washington. If your business/billing name or address changes, you will need to fill out the vendor registration form again to allow us to update our files and pay your invoice. The Purchase Order number you'll receive from us. The Purchase Order will be tied to the name/address on file that you have given us when you registered as a vendor. Your invoice, the Washington State vendor file, and the Purchase Order information all must match or the Purchasing Office will not pay the invoice, and you will not get your clerkship funding. This is the only way the UW has of assuring that funds are being paid out correctly. The invoice itself: The invoice you send does not need to be elaborate. As long as your remit-to address and the Purchase Order number are shown, the body of the invoice can be as simple as a single line item and dollar amount for each of administrative fees, housing costs, and faculty travel. Any detail beyond that is up to you and your accounting office. The School of Medicine does not process the invoices but we must approve them before the Purchasing Office issues payment. It takes between a week and a month to process an invoice, depending on the workload of the Purchasing Office. If you find yourself waiting more than a month for a payment, then something has gone wrong and you should contact us. We will resolve whatever the problem is and see that you are paid.

WHERE DO I SEND INVOICES? Email them to wamifund@uw.edu Fax them to Flannery Ellis at 206-616-3341 Mail them to Flannery Ellis at: University of Washington School of Medicine Academic Affairs UWBOX 356340 Seattle, WA 98195 If you have questions about invoicing, contact: Flannery Ellis Fiscal Specialist II wamifund@uw.edu 206-543-1547

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