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Reimbursements

Reimbursement Updates 08/01/2024: 

  • Mobile Payment Service Update: Mobile payments (Venmo, Paypal, Apple Pay, etc.) no longer require additional documentation such as bank statements or credit card statements. 

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.  

Non-travel reimbursements

For non-travel reimbursements, please provide the following: 

  • Itemized receipt(s) for 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  
  • Award letter (if applicable) 

For non-UW employees, please provide the following: 

  • Itemized receipt(s) for all items 
  • Business purpose 
  • Award letter (if applicable) 
  • Worktag(s) and/or budget information (if known) 
  • Contact Information: 
    • Full Legal Name 
    • Mailing Address (for check) 
    • Phone Number  
    • Email Address  
    • I-94 and Passport (if Foreign National) 

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

Reimbursement Type Examples Required Documentation Faculty/Staff Request Student & Non-UW Request
Food

Christmas parties, PhD events, teatime, catering, etc. 

Admin or supervisor approval

Advisor / departmental / PI approval 

Award (e.g., Capstone, DEI Mini Grant, Doctoral Research Grant, etc.) 

Software, materials, posters, printing, events, programs, recruitment, admissions, project-based resources, one-time coverages, etc.  

Award Letters 

Award Letters 

Classroom materials 

Office supplies, books, materials

PI / Budget owner approval

PI / Budget owner approval

Supplies for event 

Decorations, printing, merch, posters, etc. 

  • Worktag(s)
  • Itemized receipt(s) 

PI / Budget owner approval

PI / Budget owner approval

Gift cards

Research participants compensation, award, or gift

Contact hcdefiz@uw.edu for gift card purchasing

DO NOT PURCHASE GIFT CARDS

DO NOT PURCHASE GIFT CARDS

Tuition

Undergraduate or graduate tuition

Contact UW student fiscal services

Contact UW student fiscal services

Contact UW student fiscal services

Payments to vendors 

Catering, moving services, etc.

Contact hcdefiz@uw.edu for purchasing

Contact hcdefiz@uw.edu for purchasing

Contact hcdefiz@uw.edu for purchasing

Parking

On-campus parking

Contact hcdefiz@uw.edu for purchasing

Contact hcdefiz@uw.edu for purchasing

Contact hcdefiz@uw.edu for purchasing

Expenses purchased using any personal rewards programs / points 

This includes:

  • Amazon
  • Costco Executive membership
  • Uber rewards
  • All other personal reward programs

Non-reimbursable 

Non-reimbursable 

Non-reimbursable 

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.