Reimbursements

Non-travel reimbursements

Before you request a reimbursement  

Email hcdefiz@uw.edu to determine the best purchase method. Purchasing out-of-pocket is the last resort after all procurement methods have been exhausted. 

NOTE: Gift cards are non-reimbursable expenses. 

Requesting a reimbursement  

Submit all reimbursement requests to hcdefiz@uw.edu along with the following.

For non-travel reimbursements, you will need:

• Itemized receipt(s) for all items
• Business purpose - project name, how items being used, if applicable relating to grant
• Confirmation of receipt - delivered items require copy of packing slip or email confirming date + receipt of all items
• Approval from PI/Faculty/Administrator (as appropriate) to include:
  • Business purpose
  • Item(s)
  • Estimated cost(s) for purchase
  • Worktag(s) and/or budget information (if known)

• Award letter (if applicable, ie. Capstone, DEI, PhD Doctoral) 

Tip: to streamline required documentation, send your email cc’ing anyone needed for budget approval or input.

For all non-UW employees, please provide the following for a check reimbursement: 

• Contact Information:
  • Full Legal Name
  • Mailing Address (for check)
  • Phone Number
  • Email Address
  • I-94 and Passport (if Foreign National)
    • Note:  Foreign Nationals living outside of the US will require a wire transfer of funds (wire form)

Examples of reimbursement types, required documentation, and approval(s) required:

Travel reimbursements

Contact hcdefiz@uw.edu to begin the reimbursement process. Specific UW policies related to travel need to be followed, please see the Travel Resources page for best practices and required documentation.