Purchase and Reimbursement

You must submit the Purchase, Invoice, and Reimbursement form prior to making any of the following purchases, if you will be seeking reimbursement:

• Prizes or awards for UW employees or students.
• Gift certificates for employee recognition.
• Items purchased with personal rewards – e.g., Amazon or Costco rebates, mileage points, credit card travel rewards, or gift cards.
• Purchases over $10,000.
• Computer or security hardware.

When you need to make a purchase, submit the Purchase, Invoice, and Reimbursement form to request:

• EO Finance (EOFin) make the purchase on your behalf, or
• Seek approval to make the purchase yourself.

Whenever possible, items and services should be purchased using one of the following methods:

• UW catalog or non-catalog order
• Supplier invoice
• EOFin ProCard

All purchases must:

• Serve a clear UW business purpose
• Include a brief justification (who, what, when, where, and why)

UW employees are not authorized to sign procurement contracts. Submit any vendor contract or agreement through the EO Finance General Consultation form.

Allowable Purchase Types

Meal or food purchases are allowed only for the following event types:

• Meeting – Official UW work meetings requiring food to support functionality.
• Training – UW-sponsored training sessions where food supports learning objectives.
• Recognition – Events recognizing UW employees. (See the recognition purchase (link to recognition purchases section) for details.)

Required Steps

1. Complete the UW Food Form

• a. The UW Food Form [PDF] must be signed by the appropriate approver (see approver matrix – linked).
• b. Submit completed form to EOFin via the Document Upload form before any purchase is made.

2. Determine the Expense Limits

• a. Light refreshments: Capped at $10–$12 per person. The Food Form limit is the maximum allowable.
• b. Meals: Must stay within the approved UW daily meal (per diem) rate, inclusive of tax, gratuity, and delivery. EOFin will confirm the rate in their response to your Purchase, Invoice & Reimbursement form request ticket. If you do not submit a request form, you may contact EOFin via EOFin General Consultation form to confirm the applicable rate.

3. Submit Purchase Request

• a. Submit a Purchase, Invoice, and Reimbursement form before the event to ensure EOFin can assist and confirm policy compliance.

Discretionary Funds: Standard limits may not apply when using discretionary funds. Contact EOFin to ensure funds are available and the purchases qualify.

Units must have a formal recognition policy on file to purchase gifts or food for employee recognition.

To confirm whether your unit has a recognition policy or to establish one, contact Terry Wilson, EO Associate Director of Employee Relations.

Recognition meals

• Only expenses for the individual(s) being recognized are eligible.
• All purchases must follow the food purchasing steps outlined in the Food, Catering, and Meal Purchases section.

To engage a new vendor, submit an EO Finance General Consultation form. EOFin will assist in setting up the vendor in the UW Supplier Community and ensuring they can be paid appropriately.

Contact EOFin for new vendor contracts or documents. You must not sign vendor documents yourself.

ProCard requests must be reviewed and approved by the Senior Director. If approved, EOFin will provide policy and usage guidance. Adherence to these policies is required.

For further questions or guidance, submit an EO Finance General Consultation form.

Alcohol purchases require prior approval and justification. You must submit an EO Finance General Consultation form before making any arrangements.

If you are missing a receipt, contact EOFin via the EO Finance General Consultation form as soon as possible. You may be asked to complete an additional form or process, which EOFin will guide you through.

You must provide an itemized receipt when you submit the Purchase, Invoice, and Reimbursement form. If unavailable, include supporting documentation such as:

• Bank statement showing the charge
• Email confirmation of the purchase
• Packing slip
• An itemized list from the vendor

All receipts or supporting documents must include:

• Vendor name
• Description of the purchase
• Amount paid
• Date paid