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:

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.