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.

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.	Food form List of attendees Itemized receipt(s)	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 Letter Itemized receipt(s)	Award Letters	Award Letters
Classroom materials	Office supplies, books, materials	Worktag(s) Course Number(s) Itemized receipt(s)	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.