Site Set Up & Administration

WRITE Sites are provided an administrative fee (or stipend) to help offset costs associated with a potential decrease in patient volume, administrative overhead, and expenses related to the education of the student such as text books and computer supplies. The site may utilize the funds in any manner that supports the costs associated with hosting a medical student. The funds are considered by the state as reimbursement of education expenses, not salaries and therefore, there will be no income tax liability connected with the funds.

WRITE Sites are reimbursed for actual costs of lodging the WRITE students. Each site arranges and maintains furnished housing for medical students. Housing costs may also include utilities, phone, internet /DSL service, pager, cleaning of housing between student rotations, and upkeep, etc. Provided housing should be similar to what students could expect to receive it they were staying in the dorms on a college campus, offering adequate connectivity and privacy to study and sleep and should be clean. Household items should be of Target or Walmart quality.

Invoicing:

• The on-site administrator (either a designated office manager or the primary preceptor—whatever has been decided at your site) oversees the invoicing and receipt of the funding from the University until all invoicing is complete and funds are received. Assistance can be obtained from Scott Bailey, sgbailey@u.washington.edu.
• The WWAMI Regional Dean's Offices will provide the WRITE site contact information to the Director of Financial Affairs in the Academic Affairs Department, who will set up and distribute the budget, PO# and invoicing instructions to the WRITE Sites prior to the start of the WRITE Program.
• The invoice to the UW must be on the WRITE site’s letterhead and must include the PO number and the site’s tax payer ID; additionally, it may include the date, the amount, and what time period the WRITE site is billing for. Invoices should be faxed or emailed to Scott Bailey, 206-685-7022, sgbailey@u.washington.edu. Funds should arrive within 6-8 weeks.
• The first invoice may be submitted at any time up to March 1 for 50% of the budgeted amount.
• The second invoice may be submitted in March for the other 50% of the budgeted amount.
• Alternatively, the full amount may be invoiced anytime between March and May.
• The administration fee and the housing can all be on the same invoice.
• If you have not already been contacted by UW’s Purchasing department about ePayables, you need to sign up for the program at this link: www.bankofamerica.com/paymode/universityofwashington

  ePayables doesn’t change the process of submitting invoices. It only changes how the checks are cut, with an electronic transfer of funds replacing a paper check.

The WRITE Travel budget covers site faculty travel (i.e., Orientation, EOQ meetings, AWARE, or other Faculty Development) and is reimbursed based on actual expenses up to the budgeted amount for no more than two teaching faculty from each WRITE site. Travelers should submit their expenses to their WRITE site for reimbursement.  The WRITE site, in turn, will invoice the University of Washington for their costs. The site should include an invoice with PO number and a copy of supporting receipts and  send these via fax (206-616-3341) or email sgbailey@u.washington.edu).  Contact your regional site coordinator in your state with questions or feel free to email or call Jonas Louie directly at jinl@u.washington.edu or 206-685-7011.

For more specifics, please refer to the WRITE Financial Overview.