Fiscal Resources

Feel free to use the email address below or chat on Teams.

Matt Anderson

Matthew Hawkins

epifinance@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 epifinance@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

Overview

Research projects involving research participants often offer compensation as a method of recruitment and as a
token of gratitude for participation.

There are many institutional policies and procedures impacting the ability to pay research subject participants. Prior
to conducting a research study:
• Please review the procedure below and
• Contact epifinance to determine next steps

Research payments must be purchased by the department and are not eligible for
reimbursement.

Considerations

When researchers plan how to carry out the research study, the proposed subject payment is an important, integral
component of the research study process. All research subject payments are considered income by the Federal
Internal Revenue Service.

Personal funds may not be used to issue research subject payments. Subject payments are non-reimbursable at
uw.

University of Washington has robust process documentation to guide researchers through effective, compliant
student design:

• The Human Subject Division (HSD) provides virtual and class-based training for the researchers.
• UW Research resources for subject payments.
• The Zipline platform is used to apply for electronic IRB review.
• Questions on Design and Application process can be directed to HSD Team J: hsdteamj@uw.edu
• Determine Research Subject Recruitment Method & Payment

Design & Planning Considerations for Studies including Foreign National Subjects living in
the U.S.

If the research study will include foreign nationals, please be aware of these added complexity factors in advance of
determining recruitment method and payment. These should be disclosed to subject participants as part of the
research study tool:

• Paying Foreign Nationals in the U.S. may be subject to withholding 30% tax
• May require a copy of their passport and VISA or the most recent 1-94
• May limit the payment method
• See more details in the Pay Research Subjects “Payment to Foreign Nationals” section

Procedure

Study aspect of Subject payment from HSD, here.

Finance compliance aspect from UW Finance here, including departmental responsibilities here.

Responsibility

Epi Finance is responsible for:

• Financial Arrangement such as purchasing gift cards
• Process payment via the UW Financial system (Workday)
• Keep financial records such as spreadsheets, proof of payment to the subjects, (gift card payment), gift card
  purchase requests, etc.

Researchers are responsible for:

• Distributing the payments to the research participants that are not processed via the UW system (Workday)
• Collecting the required information from the participants
• Enter the information on the spreadsheet provided by Epi Finance
• Collect receipts from participants (gift card email to the participants)
• Send the required financial documents (spreadsheet and receipts) to the Epi Finance at the end of the study

Please start conversation about research subject payments as early as possible. Some methods are faster than others, but it may take weeks to receive payment. All payments must previously approved in grant budget and IRB.

Requesting Payment

1. Request research subject payment by submitting Purchasing Form linked at the bottom of this page.
2. Epi Finance will process payment/gift cards
3. Epi Finance will retain records of gift card codes/links
4. Epi Finance will distribute gift cards/links to researcher along with tracking spreadsheet

Managing Payments

1. PI/Research Team must track all payments on the provided spreadsheet throughout the study
2. Once study is concluded, all unused gift cards must be noted on the spreadsheet and returned to the department
3. Once study is concluded, a fully reconciled tracking spreadsheet must be returned to Epi Finance for storage in a secure folder
4. If any participant is paid over $600 in a calendar year, this must be reported to the tax office with their Social Security Number

Research Participant Payment Methods

Tango Cards (Preferred)

This is the most convenient gift card type to order and distribute. Tango card is an electronic code that is provided to the subject that can be used to purchase gift cards from online vendors that do not charge fees and the cards never expire.

US Bank VISA Rewards Card

The US Bank VISA Rewards card is an anonymous, one-time load VISA card that can be used anywhere VISA is accepted.

Other Gift Card

If the above options are not sufficient, other gift cards may be an option. These gift cards must be purchased by the department and can’t be reimbursed. Please contact epifinance@uw.edu to discuss options.

Direct Payment

This method is not preferred by the university and is often also not preferred by the researcher. It is possible to make a direct payment to the individual via check or direct deposit and will require entry of a SSN.

Field Advance

There may be situations that require cash payments, either due to the nature or location of the study. Please see additional information here.

Additional Guidelines

• PIs are responsible to proactively review available funds to determine if existing balances (inclusive of any projected and/or pending expenses) are adequate to cover a requested purchase.  The Epi Grants Team is available to review account balances with the PI to assist with this. 
• Any gift card purchased that is not used can’t be charged to a sponsored award since an unused card doesn’t benefit the work on the award.
• Only request to purchase the number of gift cards that are necessary to cover the number of participants expected during a given limited time period. This is critical since the cost of any unused cards would have to be moved to a non-sponsored funding source.  Remember that the purchase of additional gift cards can be requested later, as needed.
• The department will distribute a maximum of 200 gift cards at one time, with potential exceptions due to circumstances. The exception request will be reviewed by the Finance and Grants teams and may require Chair approval.
• Ensure a process is organized (by the PI) to document the number of cards that are distributed so that an auditor can reconcile the amount charged to the award to the number of used/distributed cards.
• Before making additional purchases of gift cards, Epi staff will ask the PI for verification that all previously purchased gift cards have been used.  The PI is expected to be prepared to provide documentation (e.g. a tracking ledger or some other data showing when the cards were distributed) to verify this.

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

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).

Department finance staff review all reimbursement requests as part of standard business operations.  All items requested for reimbursement must include a clear and substantive business purpose, and are reviewed to confirm allowability in accordance with UW Reimbursement Policies and Guidelines, in addition to any relevant funder policies.  If you have any question of allowability, please consult with Department finance staff prior to making the purchase.

Please note that the preferred purchasing pathway is to proactively coordinate with the Department to facilitate your purchase to avoid the necessity of a reimbursement.  Reimbursements should only be used when the Department is not able to make the purchase on your behalf.

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.

Car Service (Uber/Lyft)

Ground transportation in which the traveler is paying for a driver to transport them from one location to another. Tips for car service are reimbursable and may be included in the total. Travelers are limited to the service provider’s standard class. Any upgrades purchased for personal convenience are not reimbursable.

• Examples: Taxi, Cab, Uber, Lyft, Limo
  • Limo services are allowable for sedan “limos”.
• Car Service to meals identified to be personal preference/convenience are non-reimbursable expenses. For meal accommodations that are medical-related, please see ADA guidance.
• Priority Pickup Upgrade Fees, Wait Time Fees, and Car Service types that are not the standard “UberX” or “Lyft” require administrator approval for reimbursement.
• Receipts are required for all car services.

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 epifinance@uw.edu

Please review “International Travel Rules & Restriction Policy” from the Office of Global Affairs, as the information below may not be updated.

• All official international student travel must be registered through UW Global Travel Health and Safety (GTHS). These rules apply to any student at UW who is on official international travel for research, study abroad, conferences, events or meetings. If UW is involved in travel in any way (funding, salary, credits, support, sponsorship etc.) it is ‘official travel’.
  Official international travel by faculty, other academic personnel, and staff is strongly recommended. It remains required for proposed travel to high-risk (DOS Level 4) areas. Please check with your department for any unit-specific requirements and processes regarding travel registration.

• UW GTHS travel registration may include a travel waiver request. A ‘travel waiver request’ means that travel must be reviewed by UW and will require official approval. Whether a travel waiver is required will depend on the UW status and destination of the traveler. If a waiver is required, it will be included in the registration process. Travel waivers will not be considered for proposed personal travel to DOS Level 3 or 4 countries/sub-regions during the duration of a study abroad program.

• There are different rules for different travelers. UW status and the Department of State (DOS) Travel Advisory for the destination determines which rules apply. For a detailed description of the Travel Advisory terms, please see this resource created by the Overseas Security Advisory Council (OSAC).

• Travel registration requirements may change if a destination’s travel advisory changes. If the travel advisory for a destination is raised before departure, travelers may have to complete additional steps.

Rules for travelers based on destination’s DOS Travel Advisory