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Fiscal FAQs & Policies

What is an itemized receipt? 

A receipt is a written acknowledgment of having received, or taken into one's possession, a specified amount of money, goods, etc. A receipt is not a confirmation notice or quote. The information on a receipt should include:

  • Vendor Name
  • Description of Purchase
  • Amount Paid
  • Method of Payment
  • Date Paid

Receipts should be itemized to show exactly what was purchased. For example, if a meal is being reimbursed, include the itemized receipt showing the food and beverages purchased at that meal.

Example meal receipt  |  Example flight receipt

Detailed purchase documentation should be maintained on file to support the expenditure of public funds for which the UW has fiduciary responsibility. Purchase receipts and supporting documentation (ie. proof of receipt of goods or confirmation of goods/services received, business purpose, itemized list of what was purchased and pricing information) are required for all transactions over $75. Visit the Documentation Guidelines page for more information.

IMPORTANT: You should make every effort to obtain invoices and receipts for your expenditures. If it appears as if the vendor is not going to provide an invoice or receipt at the time of purchase, be sure to ask for one.

Resources: Receipt Policy Information, Receipts & Record Retention

What to do when a receipt cannot be found/obtained?

Reasonable efforts need to be made to acquire required documentation, such as a receipt.  Along with a statement about efforts made to obtain the receipt(s), include the following supporting documentation information: 

  • Business Purpose
  • Vendor Name
  • Description of Service or Item(s)
  • Date of purchase
  • Cost (ie. unit cost, tax applied, total)
  • Payment Method (if bank or credit card used, provide a bank statement)

If food was purchased, there needs to be a clear business purpose and include an itemized list of all food and beverages ordered, a list of attendees (first, last names, or if public event, describe), and required, a statement about whether alcohol was purchased. 

Travel related documentation

See Travel Reimbursement Guidelines for Supporting Documentation

ProCard high risk transactions excluded - cannot be waived

  • Food/Meals
  • PayPal
  • Fuel/Gas Station
  • Travel

Federally sponsored budgets

Federal auditors may ask you to provide supporting documentation for all transactions, regardless of the purchase price. If sufficient documentation is not available, the department is responsible for reimbursement for these charges. Refer to the grant or contract for specific requirements.

Resources: Receipt Policy Information, Receipts & Record Retention

Bank and credit card statements

When asked for provide a Bank or Credit Card statement for supporting documentation (ie. for lost or missing receipt/s), the statement will need to include all of the following:

  • Your Name
  • Bank/Card Name
  • Transaction
    • Date
    • Business Name
    • Amount

Please remember to redact any personal information before sending.  For any questions or concerns, contact HCDEfiz@uw.edu.

$75 supporting documentation waiver policy

HCDE uses the following $75 Supporting Documentation Waiver Policy to support purchasing and reimbursement requests, and to comply with Washington State Office of Financial Management (OFM) regulations. 

This policy is not a blanket waiver of all receipts $75 and under.  The purpose of the waiver is to ease administrative burden when no receipt is found after a reasonable effort was made to obtain a receipt from the vendor (Missing Vendor Receipts).

Supporting documentation is required regardless of the funding source and the Department reserves the right to request additional documentation if questions arise. See the College of Engineering policy on the Engineering Shared Environment (ESE) Document/Forms information page.

Confirmation of goods/services received

Confirmation of the receipt of goods/services is an important step in the UW process of procurement and reimbursements.  This applies to all purchasing of goods/services, including when purchased by the department on your behalf or if you purchased out-of-pocket and will submit a reimbursement.

Verification needs to be noted with an itemized list of the goods or services that were received, either by an:

  • Email sent to HCDEfiz@uw.edu
  • Signature on any of the following documents:
    • Packing slip
    • Itemized vendor invoice
    • Written request for purchase of goods or services
    • Other itemized list of goods or services signed by a responsible individual
    • HCDE Receiving form - for deliveries at the main office
       

Business purpose

For all University-related business expenses, an approval containing the business purpose is required.  The business purpose may not be apparent, and this is a guide for what should be included in the statement:  

  • "HCDE recommends addressing the “5 W’s” — Who, What, When, Where, and Why, to ensure clarity.
  • For departmental funds, a brief statement how the expenditure supports or advances the UW's broader goals, objectives, and mission.  The primary goal is to show how the expense serves a business benefit for the institution, not the individual.  Note:  some expenses for an individual do benefit the institution, and are not considered an expense for personal use.  Any questions regarding your funds, please contact HCDEfiz@uw.edu.  
  • For grant/gift/public funds, detailed documentation is required to support the expenditure, ensuring compliance and accountability.  The statement must show how the expenditure supports or advances the specific grant project's goals and objectives.  Note: use caution about utilizing funds for career enhancement.  For any questions or assistance, please contact the appropriate Grant Manager for your funding.

It is recommended to start your approval request including a business purpose with clear details, as this will aid in the process timeline.  Documentation should be maintained on file to support the expenditures for which the UW and HCDE are the fiduciary responsibility.  

What is a worktag?

A worktag is the word commonly used in UW’s accounting language to relate with the budget being used, or simply is considered the budget number/s.  Worktags can have a ‘driver’ which populates corresponding worktags for the budget, or there can be multiple worktags for your budget that are entered in the Workday reports.

Non-reimbursable expense examples - travel

Please see Travel Services guidelines for non-reimbursable examples.  And for additional questions, please contact HCDEfiz@uw.edu for further information.

What is per diem?

Per diem is an allowance method by which UW handles lodging and meal reimbursement to an individual. There are allowable amounts for meals, lodging, and incidentals based on a few factors such as location. This is explained on the Travel Services Per Diem webpage, including how to determine the rate and exceptions.  

For non-travel meals, per diem rates still apply and are determined by breakfast, lunch or dinner. Additionally, non-travel meals require more documentation, such as a Food Approval form. Please see HCDE Reimbursement Procedures and Meals & Refreshments Policy for more information.

What happens if I change or cancel my travel?

Please see policy information about Change/Cancellation of Travel Plans.

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