Reimbursement Process

New Reimbursement Process:

Travel Reimbursement

ALL TRAVEL REIMBURSEMENT REQUESTS  must FIRST be approved in writing, by the departmental Chair, Habiba Ibrahim (hibrahim@uw.edu) BEFORE proceeding further. Additionally, ALL official international travel now requires registration through UW's Global Travel office. Link to Global Travel registration page. 

When requesting approval of Chair, in your email please:

  1. Indicate 'Travel Reimbursement Request' and your name in the subject line.
  2. Include a brief rationale/justification for expense(s) in the body of your email.
  3. Submit the following attachments to the Chair:
    • Detailed list of requested reimbursements in your submittal (for example, Airfare to Atlanta, $353, Shuttle to SeaTac Airport, $78, Taxi from Hartsfield-Jackson Atlanta International Airport, $58.79 etc.).
    • If attending a conference, include the name of the conference, an active website link and your business purpose.
    • All travel related itemized receipts* such as airfare, hotel folio, car service, etc. (conference registration and/or membership dues, etc. purchased while traveling can also be included).
      • Ensure receipts:
        • Are clearly legible ( no smudged out info)
        • Clearly indicate you as the traveler/customer
        • Are itemized, and display date of purchase/transaction
        • Provides proof of purchase ( for example "Payment method Visa ending in xxxx")
        • If receipt lacks proof of purchase you may provide supplemental bank or credit card statement reflecting this charge
        • Are in pdf, doc, or docx formatting. No jpg or pngs please
  4. Once approval from the Chair is received by you, please, only then, send your completed reimbursement request packet (Chair approval + reimbursement materials = completed reimbursement request packet) to Maria Francom, (francom@uw.edu) Administrator, and Annee Fisher, (af5@uw.edu) Fiscal Specialist, within 75 days of travel.   
    • Note: when submitting travel materials for multiple trips, please treat each travel event as a separate submission. For example, if you are requesting reimbursement for airfare and lodging to attend a conference in Boston; and airfare, lodging and shuttle service for another conference in Chicago, you must submit one request for the Boston reimbursement materials and then another reimbursement request for the Chicago conference materials.  If the Chair's approval covers both those trips in one email, it can be attached to each of the reimbursement requests.

*If your receipts include international travel, provide currency conversions (as attachments) from ONANDA for EACH day a foreign currency transaction was conducted (i.e. airline, bus, shuttle, car, rail etc.). You will find the Link to ONANDA Currency Converter here.

***Requests submitted without prior Chair approval cannot be processed.

Purchase Reimbursement

ALL PURCHASE REIMBURSEMENT REQUESTS  must FIRST be approved in writing, by the departmental Chair, Habiba Ibrahim (hibrahim@uw.edu), BEFORE proceeding further. 

When requesting approval from the Chair, in your email, please:

  1. Indicate 'Purchase Reimbursement Request' and your name in the subject line.
  2. Include a brief rationale/justification for expense(s) in the body of your email.
  3. Submit the following attachments in your request to the Chair:
    • Detailed list of requested reimbursements in your submittal (for example, seller's name, book titles and cost of each book; seller's name, name of product and cost of supplemental computer materials, name of theater, date and cost of each ticket etc.).
    • All purchase-related itemized receipts.*
      • Ensure receipts:
        • Are clearly legible ( no smudged out info)
        • Clearly indicate you as the purchaser/customer (when appropriate)
        • Are itemized, and display date of purchase/transaction
        • Provides proof of purchase (for example "Payment method Visa ending in xxxx")
        • If receipt lacks proof of purchase you may provide supplemental bank or credit card statement reflecting this charge
        • Are in pdf, doc, or docx formatting. No jpg or pngs please
  4. Once approval from the Chair is received by you, please, only then, send your completed reimbursement request packet (Chair approval + reimbursement materials = completed reimbursement request packet) to Maria Francom, (francom@uw.edu) Administrator, and Annee Fisher, (af5@uw.edu) Fiscal Specialist, within 75 days purchase.   

*If your receipts involve foreign currency, provide currency conversions (as attachments) from ONANDA for EACH day a foreign currency transaction was conducted. You will find the Link to ONANDA Currency Converter here.

***Requests submitted without prior Chair approval cannot be processed.

DINING events / FOOD gatherings

ALL DINING/FOOD GATHERING REQUESTS  must FIRST be approved in writing, by the departmental Chair, Habiba Ibrahim (hibrahim@uw.edu), before proceeding further. 

When requesting approval from the Chair, in your email, please:

  1. Indicate 'Purchase Reimbursement Request' and your name in the subject line.
  2. Include a brief rationale/justification for expense(s) in the body of your email.
  3. Submit the following attachments in your request to the Chair:
    • Separate list of all attendees (emails are no longer acceptable)
    • All dining, food-related itemized receipts
      • Ensure receipts:
        • Are clearly legible ( no smudged out info)
        • Clearly indicate you as the purchaser/customer (when appropriate)
        • Are itemized, and display date of purchase
        • Provides proof of purchase ( for example "Payment method Visa ending in xxxx")
        • If receipt lacks proof of purchase you may provide supplemental bank or credit card statement reflecting this charge
        • Are in pdf, doc, or docx formatting. No jpg or pngs please
  4. Once approval from the Chair is received by you, please, only then, send your completed reimbursement request packet (Chair approval + reimbursement materials = completed reimbursement request packet) to Maria Francom, (francom@uw.edu) Administrator, and Annee Fisher, (af5@uw.edu) Fiscal Specialist, within 75 days of purchase.   

***Requests submitted without prior Chair approval cannot be processed.

Payments to non UW OUTSIDE VENDORS/SUPPLIERS/Individuals** 

ALL requests for payment to non UW entities or individuals must FIRST be approved in writing, by the departmental Chair, Habiba Ibrahim (hibrahim@uw.edu) before proceeding further. Any advance payments made for services, will not be reimbursable per the UW reimbursement policy, since these types of payments can only be processed directly by AST.

**This mostly refers to uncustomary payments to outside vendors/supplier/individuals for services, such as transcription services, copy write permissions, web design services, space rentals, etc. 

When requesting approval from the Chair, in your email, please:

  1. Indicate "Payment to Outside Vendor Request" and your name in the subject line.
  2. Include a brief rationale/justification for expense(s) in the body of your email.
  3. Submit the following attachments in your request to the Chair:
    • Invoice/request for payment from non-UW outside vendor/supplier/individual
      • Ensure invoice/request for payment:
        • Are clearly legible ( no smudged out info)
        • Clearly indicates you, or when appropriate,  Department of English, or the University of Washington as the customer
        • Is itemized
        • Is in pdf, doc, or docx formatting. No jpg or pngs please
  4. Once approval from the Chair is received by you, submit the Chair's written approval, along with that documentation, to Maria Francom, (francom@uw.edu) Administrator, and Annee Fisher, (af5@uw.edu) Fiscal Specialist.

***Payments submitted without prior Chair approval and cannot be reimbursed.

For any questions related to payments to non UW outside vendors/suppliers/individuals, please email Annee Fisher, af5@uw.edu.

GRADUATE Student Travel Reimbursement 

ALL REQUESTS must FIRST be approved in writing, by the Graduate Student Travel Director in the Graduate School before proceeding further with your reimbursement request to the English department. Additionally, ALL official international travel requires registration through UW's Global Travel office. Link to Global Travel registration page. 

When requesting graduate student travel funding:

  1. Complete the Application for Graduate Student Travel Funding, found in the main office (Padelford A101).
  2. Upon receipt of funding approval by the Graduate Student Travel Director, submit the following to Maria Francom, (francom@uw.edu) Administrator, and Annee Fisher, (af5@uw.edu) Fiscal Specialist, within 75 days of travel:
  • An email Indicating "Graduate Student Travel Request" and your name in the subject line.
  • The Graduate Student Travel Director's award letter***
  • List of requested reimbursements (for example, Airfare to Atlanta, $353, Shuttle to SeaTac Airport, $78, Taxi from Hartsfield-Jackson Atlanta International Airport, $58.79 etc.)
  • All travel related itemized receipts* such as airfare, car service, etc.
    • Ensure receipts:
      • Are clearly legible ( no smudged out info)
        • Clearly indicate you as the traveler/customer
        • Are itemized, and display date of purchase
        • Provides proof of purchase ( for example "Payment method Visa ending in xxxx")
        • If receipt lacks proof of purchase you may provide supplemental bank or credit card statement reflecting this charge
        • Are in pdf, doc, or docx formatting. No jpg or pngs
  • *If your receipts include international travel, provide currency conversions (as attachments) from ONANDA for EACH day a foreign currency transaction was conducted (i.e. airline, bus, shuttle, car, rail etc.). You will find the Link to ONANDA Currency Converter here.

***Requests submitted to the Graduate Student Travel Director's funding approval letter cannot be processed.

 If you are able to secure a source of graduate student funding NOT from the Graduate School, please follow the "Travel Reimbursement" directions.

 

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