Site Set Up & Administration

WRITE Sites are provided an administrative fee 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 also reimbursed for actual costs of lodging the WRITE students. Each site arranges and maintains housing for medical students. Housing costs may also include utilities, phone, internet service, DSL connections, pager, cleaning of housing between student rotations, etc.

The WWAMI Clinical Coordinator works with the clinic person who oversees the invoicing and receipt of the funding from the University until all invoicing is complete and funds are received. Additional assistance can be obtained from Eric Tobiason at (206) 685-7011; tobiason@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 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 are faxed to Eric Tobiason at (206) 616-3341. 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 amounts for instruction & other categories.

The second invoice may be submitted in March for the other 50% of the budgeted amounts for instruction & other categories.

Alternatively, the full amount may be invoiced anytime between March and May.

Travel is reimbursed based on actual expenses up to the budgeted amount; travel costs will be reimbursed following travel and will not be included in the first invoice sent to the UWSOM. You may be reimbursed for travel prior to submitting invoice #2 by drafting an itemized list of your travel expenses and faxing it along with your name, address and contact information to Eric Tobiason at (206) 616-3341; receipts do not have to be submitted.