Chemistry Purchasing and Accounting Office - Reimbursements

Reimbursements


Policy


University policy states that reimbursements are for the rare occasions when other procurement methods are not an option.  We do ask that all purchases be made by the Chemistry Purchasing and Accounting Office, but understand that there are occasions when this is not possible. 


Very few budgets can be used for hosting and entertaining expense (food or alcoholic beverages) and they are primarily central departmental funds.  Reimbursements for Department sponsored events are subject to the Department Hosting policy.  Please review it here.

We are unable to reimburse for the following:

  • Personal services or honorarium
  • Services rendered by UW employees
  • Gasoline (except for rental cars via a Travel Expense reimbursement)
  • UW and UWMC parking
  • Goods or services from other University Departments (these should be charged directly to a budget number)
  • UW Tuition or fees
  • Prizes, awards or gift certificates
  • Personal choice, convenience, or decorative items.
  • Shipping costs – See Shipping and Receiving policy.

 


Procedure

 

  • Attach original receipts to the form.  According to University policy, you must provide itemized vendor receipts to be reimbursed.  For online orders, please be sure to provide the receipt page with total paid – not the order or invoice page.  Receipts need to show proof of payment.  You cannot be reimbursed on grant funds without providing an itemized vendor receipt.
  • Submit the form and receipts to Austin Campbell in the Purchasing and Accounting Office.
  • Your reimbursement will be routed and approved electronically.  You’ll receive an email from the ARIBA system asking you to review and approve your reimbursement (XR).
  • Your reimbursement will be deposited automatically to the bank account used for the direct deposit of your paycheck.  This usually happens on the next business day after you approve the reimbursement in ARIBA.  If you are not a UW employee, a paper check will be sent to the Chemistry Accounting Office.  Please be sure to include an email address so we can contact you when we receive the check.

 

Questions


If you have any questions, please contact Austin (austinem@uw.edu, 7-1894), or Angie (steuerma@uw.edu, 5-2333) in the Chemistry Purchasing and Accounting Office.

 

 

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