Residency Program

University of Washington Neurology

Travel Reimbursements

All original travel related receipts, exceeding $50, must be submitted along with the Travel Reimbursement/Expense Request to the Departments of Neurology and Psychiatry, Finance Office 45th Bldg, Box 354946.

Forms may be sent via email attachments to hartj@uw.edu and the originals placed in Campus Mail to Julie Hull, at Box 354946. However, you are encouraged to hand deliver your paperwork to Julie Hull at 1100 NE 45th St. to prevent unnecessary delays and questions via email. If necessary, this will allow for face-to-face clarification of any receipts.

NOTE: The average turnaround time for travel reimbursements is 2-3 weeks after a large national conference, due to higher volume of reimbursements. Payments may be ready within 2 weeks during other times.

Once the Travel Expense Report is processed by the department finance staff, you will receive an email from ARIBA, needing your online approval before it will be fully submitted to Upper Campus for payment. This online system is called eTravel.

You will receive an ARIBA email confirmation informing you that your request has been fully submitted. After this email, the payment is usually in the department within 3 business days.

Resident or Fellow will be paged and sent an email, when a reimbursement check is ready for pickup or that is has been mailed to the home address. These checks will not be left in department mail boxes.


Non-Travel Reimbursements

Complete the Petty Cash Voucher for all personal, non-travel, reimbursements

Send all original, itemized receipt(s) with a Petty Cash Voucher form to the departments of Neurology and Psychiatry’s Finance Office at Box 354946.

NOTE: For food and beverage reimbursement there is a dollar restriction, per individual, based on the per diem rate for that city. Please include number of attendees for any meal and/or restaurant reimbursements.

City of Seattle’s current per diem rate as of 7/1/2010 is as follows:

  • Breakfast - $18.00
  • Lunch - $21.00
  • Dinner - $32.00

If no receipt is available, complete a Perjury Statement

Resident or Fellow will paged and sent an email, when a reimbursement check is ready for pickup or that is has been mailed to the home address. These checks will not be left in department mail boxes.


Personal Book Request

Neurology Residents have an allotment of $400 to use for purchase of professional books.

All books should be ordered through the department Finance Office on the Resident Personal Book Order Request. Include as much information as possible to ensure correct book and edition is ordered.

Completely fill out the request, then “SAVE AS” in pdf format, and email to eto44@uw.edu for processing. You will receive an email confirmation informing you that your request has been received and given an estimated date of delivery.

NOTE: The book(s) will be shipped to the Resident’s home address to prevent internal routing problems. If the home address is inaccessible for delivery, the book(s) will be delivered to the Departments of Neurology and Psychiatry, Finance Office in HSB, BB1632. Then you will be notified when the book(s) have been delivered and is ready for pickup.