Fiscal Resources

If you’d like to follow up on a form submission or want to reach out directly for any other reason, feel free to use the emails below or chat on Teams.

Matt Anderson
matta@uw.edu

Matthew Hawkins
matthawk@uw.edu

Please review UW Purchase Policies and Guidelines.

When making a purchase, your first resort should always be to purchase through the department. To do so, please complete the purchasing form below with as much detail as possible, including invoices, links, contact information, approval etc. If you have any questions, please contact Matt Anderson at matta@uw.edu.

Payment Options

Contract Catalog

UW has negotiation contracts with various suppliers with reduced prices. This is usually the cheapest option. These include Office Depot, Apple, CDW, among others. To inquire on pricing and availability, please contact Matt Anderson at matta@uw.edu.

Procurement Card (Department Credit Card)

If a purchase is not available via UW contract, the department can still pay with a credit card. This is common with smaller businesses and journals.

Bank Payment (Checks, ACH, Wire)

If the supplier is not able to accept credit cards, we are able to process a payment through Workday. This requires an invoice from the supplier. The timeline and process for this varies on a few factors (supplier, amount, etc.). Due to potential delays with this process, please initiate your request via form submission as early as possible.

Contracts

If a payment is to a consultant, above the direct buy limit (>$10,000), or for a long term project that will involve multiple invoices, we will set up a contract. Please see more information on this below in the “Paying for Consultants & Contractors” section.

Amazon (Department Account)

Although a contract catalog should be the first resort for purchasing, sometimes items may only be available via Amazon. Our department is set up with a business account and can purchase with free shipping to HRC. Due to Amazon’s delivery structure, packages must be delivered to UW mailing services, which delays delivery to HRC by 1-2 days.

Reimbursement

As a last resort, you may purchase yourself and request reimbursement. Due to many Washington State and University of Washington laws and policies, reimbursement is not guaranteed. To avoid issues and ensure you won’t be stuck with the bill, please coordinate with the department prior to making any purchase. It is very likely that we are able to accomplish the purchase through other means with less risk.

For general guidance on computer models and accessories, our IT group recommends a few standard workstation configurations here: https://portal.deohs.washington.edu/node/2196

For advice on specific needs and assistance purchasing a computer, please contact epihelp@uw.edu

Complete the reimbursement form below with as much detail as possible, including receipts and approval.

UW Reimbursement Policies and Guidelines

Appropriate receipts and other supporting documentation demonstrating that the item was paid for are required. If you are requesting reimbursement for food and catering purchases, provide a list of participants and an itemized receipt (see below).

Meals and light refreshments for employees, students, and official guests are allowable under specific circumstances.

Prior to purchase, review the UW Food Policy. This guidance is in place to ensure that all food charges are allowable and appropriate for the funding source. An advance approval food form (prior to the date when food will be served) is required for most fund types other than grants. For recurring events, the form only needs to be completed once prior to the initial event and copied for future events.

Food purchases must be specifically approved on grants. For policy on food purchases on sponsored awards, see Food Purchases on Sponsored Awards for guidance.

For all food purchases, the following is required:

• List of all attendees
• Itemized receipts
• Business purpose: the reason food was being provided. Explain how the purchase of food was necessary and critical for UW business (for grants: to achieve the objectives of the award)
• Amount spent per person must not be within UW per diem rates. See below for current per diem rates.

Many projects and studies involve paying consultants or contractors outside of UW (also known as “Suppliers”). This process is distinct and separate from the process for subawards.

Before any work is initiated with the supplier, a contract must be signed and a Purchase Order established in Workday.

Policies and Procedures

Please review UW Travel Policies and Guidelines for additional information and guidance.

For travel policies on grants or contracts, see Post Award Fiscal Compliance Requirements.

Personal Travel

If your trip includes additional time/locations not necessary for business purposes, this is considered personal time. A comparison itinerary reflecting business travel only is required for reimbursement. Please create a comparison (for example: PDF of Alaska Air itinerary for only business days) prior to your trip and attach in reimbursement request.

Airfare

Travel can be booked however you deem fit, through a travel agency, directly with an airline, or an online agency of your choice.

Trains

You can be reimbursed for the actual cost of your train ticket.

Car Rental

Check UW’s travel website for details. Your name must appear as the primary driver on the Rental Car Agreement without exceptions.

Drive Your Own Car

Check UW’s travel website for the current mileage rate.

Lodging

Lodging is allowed at current lodging per diem rates. Please verify that your lodging cost falls under this rate or an exception applies before booking. AirBNB and VRBO service and cleaning fees are considered part of the daily rate, which may move the rate above per diem.

Non-Reimbursable Example

Please review UW Travel’s list of non-reimbursable examples to ensure you are aware of any expenses that you may be liable for.

Paying for Your Trip

Department Pays Before You Travel
Epi can pay your airfare, conference registration, and other expenses before your trip. If you are traveling with more than 5 UW employees, the department can also pay for your lodging.

UW Travel Card
Department faculty are eligible for a personal UW Travel Card. See the UW travel website for more information.

Travel Advance
If funds are needed in advance of travel, it is possible to request a travel advance. Availability is limited due to employment and funding type. Please reach out as soon as possible if you may require this.

Upon Your Return
Please submit reimbursement requests within two weeks following your return from travel status using the form below. This ensures that the information we need is fresh in your mind, that receipts and other documentation do not get misplaced, and that funding designated for this trip will not expire. After returning from your travel, submit the following for reimbursement of your expenses:

• Airfare: include complete itinerary with origin and destination, departure and arrival times, and flight numbers
• Lodging: include detailed hotel receipt, bill, or folio
• Meals: Reimbursements are made based on meal per diem.
• All receipts including payment information
• Program agenda, such as a conference program book, if applicable
• Include a specific address or place name for all other origins and destinations
• Use Google Maps or other mapping service results for mileage reimbursement requests, if applicable
• Mileage from residence is allowed when traveling to work destinations other than official duty station on a non-schedule work day or residence is the shortest drive. Round trip mileage reimbursement to/from duty station and to/from airport is allowable when a third party drives.
• If applicable, include exact times personal time began and ended, and the location (e.g., 1/18 at 10 a.m. to 1/20 at 3 p.m. in Washington, D.C.).
• International travel: attach currency conversions for all receipts using Oanda

If you need assistance with any aspect of your travel and/or reimbursement, please contact matta@uw.edu