Scan and email all forms/receipts to biopurch@uw.edu or turn into the Biology Administrative Office (KIN 150) front desk within 90 days of date of purchase.
Use the Non-travel Reimbursement Form for all non-travel, UW business reimbursements (see the Travel page for information on allowable travel expenses and reimbursement).
Allowable Expenses: Supplies, food/refreshments (on allowable budgets), boat fuel (not cars).
DO NOT MAKE PURCHASE ANY OTHER ITEMS OR SERVICES AND REQUEST REIMBURSEMENT.
Mobile payment methods like PayPal are allowed, if used as part of a commercial transaction. Payment must be issued to the vendor on the invoice.
Receipt Requirements
- Limit per receipt/invoice of $3,500.
- Vendor Name: The name of the vendor must be clearly indicated. It is preferred that all receipts be pre-printed receipts obtained from the vendor.
- Description of Items: The description and number of items purchased must be clear to someone unfamiliar with the purchase.
- Amount Paid: If the purchase includes multiple items, the receipt must itemize each expense. Taxes, shipping, and other costs should be listed separately.
- Date: The date on which the items were purchased.
- Invoice billing information must match the person being reimbursed.
- Perjury statements are no longer accepted for lost/insufficient receipts, see below.
PI Signature
- Instruction expenses require approval from Sara Berk.
- Department sponsored event expenses require approval from Yen Lai.
- Grads / Postdocs with signature authority may NOT sign for themselves to be reimbursed. Faculty signature is required.
- Email can suffice for physical or digital signature (print & attach).
Scan Requirements
If you are photographing your receipts with your phone, you must use the Adobe Scan app. JPG quality is unacceptable for records retention purposes. Alternatively, use a department copier to scan to email (no copy code needed).
If using your phone:
- Use natural light, next to a window is good.
- Center your phone/camera directly over the paperwork, this is not the time to get fancy with angles.
- Zoom in enough so the paperwork fills the whole screen, yet doesn't cut off important information.
- For store receipts with reward info at the bottom that takes up most of the receipt? We don't need it, crop that out.
- Save your original receipts at least until you have received your reimbursement.
Food (Meal Reimbursement Policy)
- List of attendees must be attached for all food purchases.
- Only reimbursable up to the meal per diem limit unless previously authorized by Administrator
- FY26 (10/01/2025-09/30/2026) Seattle limits: Breakfast $23.92, Lunch $26.68, Dinner $41.40
- Fill out the Food & Bev form (Form 1798) and have signed by Chair in advance of events.
- Department sponsored events may already have a completed form on file.
Office Supplies
- Fill out the Office Supply Justification for office supplies purchased on grants.
Computers
Computers purchased through the University of Washington are required to receive a "Non-inventorial Tag" that is then logged in PurchasePATH. In addition to submitting a reimbursement request as outlined above, you will need to do the following.
- Create a "dummy" PurchasePATH order that includes the order note "Laptop already purchased. Assign order to Purchasing Manager".
- Create a departmental computing support ticket to receive assistance installing required security software and the physical tag.
Lost Receipts
If you are missing an original receipt, you will need to provide one item from each column:
| Documentation A | And | Documentation B |
|---|---|---|
|
Bank statement or |
Duplicate, scanned, or photocopied receipt from the vendor or |
|
|
Packing slip or |
Print-out of a picture of the receipt (use your phone) or |
|
| Email confirmation of purchase (non-itemized) | Lost receipt certification form signed and dated by the vendor or person from which the item was received. Purchases < $75 do not need vendor signature. |
If the missing receipt purchase is over $75, and you cannot provide these documents, then the expense cannot be reimbursed.
Fleet Services Gas
- Turn in gas receipts for UW Fleet Services vehicles directly to the Fleet Services office.
- Gas is included with the rental fee, so should not be reimbursed on a biology budget.
Patronage/Member Refunds
- REI member purchases will have 10% deducted from the reimbursement amount, per audit requirements
Reimbursement Timeline
All reimbursement requests must be submitted within 90 days of date of purchase.
Reimbursements are processed through Workday.
Employees paid via direct deposit will receive reimbursements the same way. If you receive a paper check, login to Workday, then go to: Pay > Payment elections. Select Direct Deposit for Travel & E-Reimbursements and add bank account information.
Non-UW employees and UW employees without direct deposit will receive a paper check.