{"id":153,"date":"2022-12-19T13:53:34","date_gmt":"2022-12-19T21:53:34","guid":{"rendered":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/?page_id=153"},"modified":"2026-02-10T15:51:44","modified_gmt":"2026-02-10T23:51:44","slug":"reimbursement-guidance","status":"publish","type":"page","link":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/reimbursement-guidance\/","title":{"rendered":"Non Travel Reimbursement Guidance"},"content":{"rendered":"<h1>Non Travel Reimbursements<\/h1>\n<p>Submitting a travel reimbursement request? Please review our<a href=\"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/travel-policies\/\"> Travel Guidance page.<\/a><\/p>\n<h3><strong>Required materials<\/strong><\/h3>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Itemized receipts in PDF format\u00a0<\/span><\/li>\n<li>Worktag approval from PI or Department Head for using department funds (ECE Chair or ECE Administrator)<\/li>\n<\/ul>\n<h3><strong>Food and beverage reimbursements<\/strong><\/h3>\n<p>In addition to the materials listed above, the following are also required:<\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">List of attendees<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Completed &amp; Signed <a href=\"http:\/\/chrome-extension:\/\/efaidnbmnnnibpcajpcglclefindmkaj\/https:\/\/finance.uw.edu\/ps\/files\/1798-1.pdf\">Food Approval Form<\/a><\/span><\/li>\n<\/ul>\n<p>Policy considerations:<\/p>\n<ul>\n<li><span style=\"font-weight: 400\">Alcohol reimbursements require a discretionary worktag which are very limited and must be approved by ECE Chair or ECE Administrator.\u00a0<\/span><\/li>\n<li>Unless the excess is placed on a discretionary budget, food reimbursement may not exceed the<a href=\"http:\/\/finance.uw.edu\/travel\/meals\">\u00a0per diem<\/a> limit for the meal (including taxes, gratuity, catering fees, etc.).<\/li>\n<li>If your event is recurring (e.g. refreshments for lab meetings), you may submit a blanket food approval form with &#8220;event will be recurring&#8221; box checked. This form must be renewed annually.<\/li>\n<\/ul>\n<h3><strong>Process<\/strong><\/h3>\n<ul>\n<li>Log into <a href=\"https:\/\/uwconnect.uw.edu\/finance\">UW Connect<\/a>\u00a0with your UW NetID and searching for \u201cnon travel reimbursement request\u201d\n<ul>\n<li>UW Connect form tips\/FAQs:\n<ul>\n<li>Company = enter &#8220;<strong>UW1861<\/strong>&#8220;<\/li>\n<li>Driver Worktag Type = In ECE we usually use the<strong> Cost Center + Resource<\/strong> (or gift\/grant if you are using your own funding source)<\/li>\n<li>If you have been provided an activity worktag (AC_____) or program worktag (PG______) enter them in the optional worktag section<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>Once the UW Connect form has been submitted, it will route to the Engineering Shared Environment for processing<\/li>\n<li>Please reach out to your PI or Grant Manager for UW Worktag information. The ESE does not provide worktag information.<\/li>\n<\/ul>\n<h3><strong>Students\u00a0<\/strong><\/h3>\n<ul>\n<li>Speak with your faculty adviser before seeking reimbursement and enter their name on the request form under &#8220;faculty sponsor&#8221;.\u00a0 Obtain budget information from PI or from Grants Manager that supports your PI.<\/li>\n<\/ul>\n<h3>Blanket Approvals for Department Events:<\/h3>\n<p><span style=\"text-decoration: underline\"><strong>Colloquium Hosting<\/strong><\/span><\/p>\n<ol>\n<li><a href=\"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-content\/uploads\/sites\/4\/2026\/01\/Colloquium-_FY26.pdf\" target=\"\">Colloq Worktag Approval<\/a><\/li>\n<li><a href=\"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-content\/uploads\/sites\/4\/2026\/01\/FF_Colloq.pdf\" target=\"\">Colloq Food Form<\/a><\/li>\n<\/ol>\n<p><span style=\"text-decoration: underline\"><strong>Faculty Recruiting\u00a0<\/strong><\/span><\/p>\n<ol>\n<li><a href=\"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-content\/uploads\/sites\/4\/2026\/01\/Faculty-Recruiting_FY26.pdf\" target=\"\">Recruiting Worktag Approval<\/a><\/li>\n<li><a href=\"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-content\/uploads\/sites\/4\/2026\/01\/Fac-Recruit_26.pdf\" target=\"\">Fac Recruiting Food Form<\/a><\/li>\n<\/ol>\n<p><span style=\"text-decoration: underline\"><strong>Grad Visit Days\u00a0<\/strong><\/span><\/p>\n<ol>\n<li><a href=\"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-content\/uploads\/sites\/4\/2026\/01\/Grad-Visit-Days_FY26.pdf\" target=\"\">Grad Visit Days Worktag Approval<\/a><\/li>\n<li><a href=\"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-content\/uploads\/sites\/4\/2026\/01\/GVD-FF_26.pdf\" target=\"\">GVD FF 26<\/a><\/li>\n<\/ol>\n<h3>Questions?<\/h3>\n<ul>\n<li>Please email fiscalteam@ece.uw.edu<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Non Travel Reimbursements Submitting a travel reimbursement request? Please review our Travel Guidance page. Required materials Itemized receipts in PDF format\u00a0 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&#8230;<\/p>\n<div><a class=\"more\" href=\"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/reimbursement-guidance\/\">Read more<\/a><\/div>\n","protected":false},"author":4,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"tags":[],"class_list":["post-153","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/pages\/153","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/comments?post=153"}],"version-history":[{"count":37,"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/pages\/153\/revisions"}],"predecessor-version":[{"id":316,"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/pages\/153\/revisions\/316"}],"wp:attachment":[{"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/media?parent=153"}],"wp:term":[{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/peden.ece.uw.edu\/research-fiscal-ops\/wp-json\/wp\/v2\/tags?post=153"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}