Reimbursement Policies & Procedures

The newly ratified collective bargaining agreement (CBA) between the UW and the UWHA stipulates that residents will be reimbursed for Professional Development Funds (PDF), Washington State Medical Licenses and licensing examinations (USMLE Step 3).

These policies were presented to the Medicine Residency Advisory Committee (MRAC) for review and comment and were discussed at the committee’s January 19, 2017 meeting.

Any questions about these policies, their administration, or reimbursement should be sent to paymeim@uw.edu. Please do not send e-mails to staff or faculty personal e-mail accounts as it will delay a response and any necessary action.

Professional Development Fund Reimbursement Policy & Procedures

In building the infrastructure to support a variety of new elements of the CBA, we have sought clarity from the various parties and the State Attorneys General regarding intent and allowable expenses* for Professional Development Funds (PDF). We do not have answers for all the questions we have asked, but rather than waiting for additional information, we have determined to proceed with a plan that conforms to Washington’s ethics laws as well as the perceived intent of the CBA.

In short…

  • While in our program, residents will receive $350 each academic year to help offset allowable professional expenses
  • Residents will upload receipts to a secure on-line portal
    • When documents are uploaded, an e-mail is automatically sent to paymeim@uw.edu, a new e-mail address created by our program to help manage reimbursements
    • IM Residency staff will forward the receipts to the Department of Medicine (DOM) Finance team to initiate a reimbursement in the UW system
  • Once the reimbursement request is created:
    • a DOM Finance officer approves the request as the compliance authority
    • the IM Program approves the request as the budget authority
    • then, the resident will receive an e-mail from Ariba Administrator to approve the request as the recipient
  • Upon submission of all three approvals, the reimbursement will be electronically deposited into the same account the resident receives his/her payroll deposit
  • Any unused funds from UW IM residency may be rolled over to future years in the UW IM residency program, up to $1050 in the R3 year
    • Unused funds will not be rolled over from UW IM residency to any other UW training program, residency nor fellowship
    • Unused funds will not be paid in a lump sum upon departure from the program
  • All receipts must be submitted no later than 45 days prior to departing the program

* A list of allowable expenses is included in the attached policy. If there is something that you are considering purchasing and it is not on the list, please send a note to paymeim@uw.edu.

Washington State Medical License Reimbursement Policy & Procedures

Residents will be reimbursed for Washington State medical license fees paid to the Washington State Department of Health, for licenses needed to train in the UW Internal Medicine Residency Program, starting with the 2016-17 academic year.

  • Residents will upload proof of payment to a secure on-line portal
    • Receipt from WA DOH, or
    • Cancelled check to WA DOH, or
    • Bank statement showing payment to WA DOH
  • Residents will upload a copy of the issued Washington State License to a secure on-line portal
  • Once both documents are received, IM Residency staff will forward the documentation to the Department of Medicine (DOM) Finance team to initiate a reimbursement in the UW system
  • Once the reimbursement request is created,
    • a DOM Finance officer will approve the request as the compliance authority
    • the IM Program will approve the request as the budget authority
    • then, the resident will receive an e-mail from Ariba Administrator to approve the request as the recipient
  • Upon submission of all three approvals, the reimbursement will be electronically deposited into the same account the resident receives his/her payroll deposit
  • All documents must be submitted no later than 45 days prior to departing the program

Licensing Examination (USMLE and COMLEX) Reimbursement Policy & Procedures

 

  • We expect all R1s in our program to take the final portion of their appropriate licensing examination during internship
  • Residents must provide proof of passing their examination by January 1 of their R2 year

To be reimbursed for examination costs:

  • Residents will upload a receipt showing payment for the final portion of the licensing exam to a secure on-line portal
  • Residents will upload a score report from the licensing exam authority demonstrating passing a score to a secure on-line portal
  • Once both documents are received, IM Residency staff will forward the documentation to the Department of Medicine (DOM) Finance team to initiate a reimbursement in the UW system
  • Once the reimbursement request is created,
    • a DOM Finance officer will approve the request as the compliance authority
    • the IM Program will approve the request as the budget authority
    • then, the resident will receive an e-mail from Ariba Administrator to approve the request as the recipient
  • Upon submission of all three approvals, the reimbursement will be electronically deposited into the same account the resident receives his/her payroll deposit
  • All documents must be submitted no later than 45 days prior to departing the program