Reimbursement Procedures

Non-travel reimbursements

• Before you request a reimbursement
• Requesting a reimbursement
• Examples of reimbursement types
   

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. 

Reimbursements, when all of the appropriate information has been collected, can take up to 10 business days to be processed.  Approval/s and final processing may take additional time, so requesting your reimbursement in a timely manner is recommended.  Priority with resource availability is given to requests submitted within 120 days after goods or services are received. 
Current Engineering Shared Environment (ESE) wait times are available via their website.   

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
• Confirmation of goods/services received - 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, you will need to 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 (collected by ESE during processing)
  • Note:  Foreign Nationals living outside of the US will require a wire transfer of funds (wire form collected by ESE)

Examples of reimbursement types

Required documentation and approval(s) required:

Travel reimbursements

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