Non Travel Reimbursements

Submitting a travel reimbursement request? Please review our Travel Guidance page.

Required materials

• Itemized receipts in PDF format 
• Worktag approval from PI or Department Head for using department funds (ECE Chair or ECE Administrator)

Food and beverage reimbursements

In addition to the materials listed above, the following are also required:

• List of attendees
• Completed & Signed Food Approval Form

Policy considerations:

• Alcohol reimbursements require a discretionary worktag which are very limited and must be approved by ECE Chair or ECE Administrator. 
• Unless the excess is placed on a discretionary budget, food reimbursement may not exceed the per diem limit for the meal (including taxes, gratuity, catering fees, etc.).
• If your event is recurring (e.g. refreshments for lab meetings), you may submit a blanket food approval form with “event will be recurring” box checked. This form must be renewed annually.

Process

• Log into UW Connect with your UW NetID and searching for “non travel reimbursement request”
• Once the UW Connect form has been submitted, it will route to the Engineering Shared Environment for processing
• Please reach out to your PI or Grant Manager for UW Worktag information. The ESE does not provide worktag information.

Students 

• Speak with your faculty adviser before seeking reimbursement and enter their name on the request form under “faculty sponsor”.  Obtain budget information from PI or from Grants Manager that supports your PI.

Blanket Approvals for Department Events:

Colloquium Hosting

1. Worktag Approval
2. Food Form Colloq

Faculty Recruiting 

1. Worktag Approval
2. Food Form Recruiting

Grad Visit Days 

1. Worktag Approval
2. Blanket Food form

Questions?

• Please email fiscalteam@ece.uw.edu