Skip to content
Announcements

Category: Finance

Finance pages

Travel Reimbursement

The purpose of the Travel Reimbursement form is to submit a University of Washington business travel reimbursement request to be processed by the Executive Office Finance team (EOFin).

Submission of the request will create an RT ticket sent to the EOFin team. Please include all documents related to the business travel reimbursement. Additional information or approval may be requested/required based on the business travel reimbursement request. Please fill out the form to the best of your knowledge.

Documentation

Prior to filling out this form, please have the following documents that are applicable to your request ready and prepared for upload (not all documents are applicable/required for every request)

  • Itemized receipts
  • Itemized documentation
  • Pre-travel approval form
  • Car rental agreement
  • Perjury statement (if you are missing receipts for expenses over $75)
  • Comparison airfare documentation*

*If you are requesting reimbursement for airfare that includes personal time you must include a comparison airfare.

Travel Reimbursement form

Unit Financial Reports

Overview of Unit Financial Reports:

This page provides financial reports for the following units:

  • Academic and Strategic Affairs
  • Academic Personnel and Faculty
  • Division of Campus Community Safety
  • Environmental Health and Safety
  • Faculty Senate
  • Health Sciences Services
  • Internal Audit
  • Population Health Initiative

Unit financial reports are prepared by using data from multiple reports and sources. They give an overview of each unit’s budgeted, actual, and projected activity to help with financial decision-making.

The reports are made available to unit heads and those they designate, at their discretion, to view the unit financial reports. Designated individuals will have received guidance from the Executive Office on reading the reports.

Report Posting Schedule

The unit financial reports are updated quarterly; they will be prepared and uploaded within a month after the quarter closes.

Fiscal Year 2025 Report Schedule

Fiscal Year 2025: July 1, 2024 – June 30, 2025.

Quarter Closes Report Expected
End of December 2024 End of January 2025
End of March 2025 End of April 2025
End of June 2025 End of July 2025

Fiscal Year 2026 Report Schedule

Fiscal Year 2026: July 1, 2025 – June 30, 2026. The unit financial report posting schedule will be updated for fiscal year 2026, making them available on a monthly rather than quarterly basis, starting end of August 2025.

Unit Financial Reports

Unit reports are accessible only by designated individuals and require UWNetID login. The following links will redirect you to SharePoint where the unit financial reports are stored. If you are designated, you should have immediate access to the reports. If you cannot access the reports on SharePoint, and believe this is an error, please contact Kelly Shimizu, Executive Office Associate Director of Finance & Business Operations.

Questions?

For questions regarding your unit financial report, please contact Kim Dinh, Executive Office Senior Director.

Billing & Rates

Billing

Every month, internal and external billing data is submitted to EOFin by the units in the Executive Office that provide goods or services to other UW units and departments. This data must be provided within ten days after the end of each month.

Rates

Billing rates are fees charged for goods or services provided by an EO unit to another UW department or unit.

EO units should work directly with the Executive Office Senior Director and Associate Director of Finance & Business Operations for updating, reviewing, and approving all recharge centers, service centers, and student fees. Billing rates must be reviewed and approved annually. Additional approval may also be required by UW Management, Accounting & Analysis (MAA).

Consultation

EOFin provides consultation on billing and rates. Feel free to reach out.

General Consultation form

Contracts

A contract establishes the terms & conditions for a standing order of goods/services over a period and involves multiple invoices.

EO Finance Assistance

Involve EO Finance (EOFin) in the contract process as early as possible, through the Contract Initiation Form. Additionally, if you would like assistance with or have questions about the required procurement services signature, sole-source justification, scope of work (SoW), Data Processing Agreement (DPA), etc., submit an EOFin Consultation request.

Contract Requirements

Procurement Services Approval

All procurement contracts, regardless of the dollar amount, must be signed by UW Procurement Services prior to purchase.

Sole Source Justification

  • Sole-Source Justification explains why only one supplier is suitable for a purchase, shows the decision is fair and in the University’s best interest.
  • A Sole-Source Justification is required when the purchase is expected to be above the direct buy limit ($10,000 including shipping and handling but excluding tax).

Quote or Scope of Work (SOW)

A Quote or Scope of Work (SOW) outlines the project’s timeline/schedule, the budget, the goals, and outcomes expected from establishing the contract and is always required.

Data Processing Agreement (DPA)

  • A Data Processing Agreement (DPA) is an agreement between the University of Washington and a supplier to establish how information and data is handled. A DPA is created to protect personal data maintained by the University.
  • A DPA is required when sensitive data is being accessed by the supplier.

Contract Extension

To request an extension of an already existing contract, review the Contract Extension information and then submit the Contract Extension form.

Travel

The University of Washington reimburses travelers for allowable, business-related travel expenses. Travelers must follow University travel policies.

Executive Office travelers must follow the guidelines, policies, and best practices on this webpage. If you have further questions after reviewing the webpage or need information on topics not covered here, please reach out to Executive Office Finance (EOFin) via the EO Finance General Consultation form.

Pre-Travel Action Items

If the travel being booked is for a non-UW employee, please reach out to EOFin via the EO Finance General Consultation form

Pre-Travel Action Items

Travelers should review the Pre-Travel Approval Instructions. After which, they can submit a Pre-Travel Approval Request form. This will route for approvals according to the Finance Approval Flow.

Note: This process has recently replaced the previous PDF Pre-Travel form that required signatures.

After submitting the Pre-Travel Approval form to EOFin, travelers can book airfare if necessary by contacting Tangerine Travel via email (regina@tangerinetravel.com).

If personal time is included in the trip, travelers must use personal funds to book airfare. Reimbursement is available post-travel after the Travel Reimbursement form is submitted to EOFin.

Additionally, travelers taking personal time must obtain comparison airfare documentation at the time of booking, as it is required for reimbursement. Comparison airfare can be requested through Tangerine Travel.

After submitting the Pre-Travel Approval form, if booking lodging is required, the traveler should book lodging using personal funds, based on the destination’s current per diem lodging rate. Lodging per diem is the maximum allowable amount the traveler can spend per night based on the location.

Determining the lodging per diem rate can be complex. If you need assistance on determining the maximum allowable amount, please contact the team using the EO Finance General Consultation form.

Travelers should familiarize themselves with the EO Finance Travel webpage. Pay special attention to the ‘During Travel: Important Policies & Guidance’ section. This section is especially valuable for managing the ‘during’ phase of travel.

During Travel: Important Policies & Guidance

The guidance below is in collaboration with UW Central Offices.

During Travel Important Policies & Guidance

In order to complete the Travel Reimbursement form post travel, the documents listed in this section may be required. Certain documents are applicable for each traveler based on their purchases and circumstance.

  • Pre-Travel Approval Request Form
  • Car Rental Agreement
  • Mileage Log and/or Google map route (screenshot)
  • Itemized Documentation
  • Perjury Statement (if you are missing receipts for expenses over $75)
  • Comparison Airfare Documentation

Itemized Receipts for:

  • Lodging
  • Ride Shares / Car Services
  • Meals Paid for Others
  • Baggage Fees
  • Parking Fees
  • Other Purchases (reimbursement is desired for)

Please note, this list covers common items and documentation that may be required. However, there may be further documentation needed based on the traveler’s situation.

Ride Share
Travelers are limited to the service provider’s standard class. Tips for car service are reimbursable. Any upgrades purchased for personal convenience are not reimbursable.

Priority Pickup Upgrade Fees, Wait Time Fees, and Car Service types that are not the standard “UberX” or “Lyft” require administrator approval for reimbursement.

Car Rental
UW allows reimbursement for car rentals up to a full-size sedan. The final itemized rental agreement is required at time of reimbursement. Any class higher than full size requires justification.

Travelers should pay for their own meals unless there is a UW business need. If a traveler pays for their own meal and other travelers, an itemized receipt will be required for reimbursement. As well, it will need to follow the meals per diem policy (read more in the “Per Diem for Meals” section of the webpage).

In accordance with UW travel policy, the maximum allowable amount for meals while traveling is calculated using the meals per diem rate, which is location dependent.

Determining the meals per diem rate can be a difficult process. EOFin is here to offer support. If consultation on determining the maximum allowable amount is wanted, please contact the team via the EO Finance General Consultation form.

Post-Travel Action Items

Gather all required documentation and itemized receipts related to the travel. Complete the Travel Reimbursement form, ideally within two months of the travel end date, as recommended by EO Finance. Prompt submission ensures efficient processing and helps prevent the loss of documents and receipts.

Purchase, Invoice, & Reimbursement

This webpage covers specific policies and processes. If you have additional questions after reviewing these topics or need information on topics not covered on this webpage, please contact Executive Office Finance (EOFin) team by using the EO Finance General Consultation form.

Common Scenarios

common scenarios

EOFin recommends their involvement in the purchase process as early as possible. This may save time, improve efficiency, and confirms approval and funding for the purchase, by ensuring best practice is being followed.

In order to begin the purchase process, please fill out the Purchase, Invoice, and Reimbursement form. Please note, the EO Finance team requires a business justification when requesting a purchase.

Please follow the below steps to correctly purchase food, catering, and/or meals for an University of Washington event.

First step: Determine if the event falls under one of the following three categories that the University will allow purchase approval for:

  • Meeting: Official University of Washington working meetings where meals/light refreshments are integral.
  • Training: Official University of Washington trainings where meals/light refreshments are integral.
  • Recognition: Official University of Washington recognition where light refreshments are integral. When anything beyond light refreshments (including meals) are being considered, please reach out via the EO Finance General Consultation form for best practices.

Second step: The organizer must complete the UW Food Form (owned by UW Finance, Planning and Budgeting) (this is required to be done before making any purchases). The form must be signed by the appropriate approver.

Third Step: While planning the event, the organizer must ensure that are within the allowable amount for food purchase (if the purchase will be made using discretionary funds, the maximum purchase amount/allowable amount does not apply). This allowable amount is dependent on whether light refreshments or meals were selected on the Food Form.

  • Light refreshments the approved amount on the Food Form is the max allowable rate.
  • Meals the allowable rate is determined by calculating the UW approved meal per diem rate.

Determining the maximum allowable amount can be a difficult process. EOFin is here to offer support. To request consultation on determining the maximum allowable, contact the team via the General Consultation form.

Fourth Step: The event organizer should submit a Purchase, Invoice, and Reimbursement form prior to making any purchases, if possible. This will enable EOFin to assist with facilitating the purchase and ensure best practices are followed.

If you are considering contracting with a new vendor, please fill out a EO Finance General Consultation form in order to work with EOFin. The team will then ensure the new vendor is set up to receive payment properly.

Finance

The Executive Office Finance team (EOFin) provides comprehensive local guidance, consultation, and financial support to all units of the Executive Office (EO) on an expansive range of finance and business areas.

In collaboration with our UW Central partners in Finance, Planning & Budgeting (FPB), Procurement Services, Travel Office, among others; we ensure that EO units are following all state, federal, and university policies and procedures governing finance and business operations and that all units are adhering to internal best practices.