Purchase Reimbursements

For travel related reimbursements please use this link: Travel Reimbursements

Overview

Effective June 15, 2026: Expense reimbursements must be submitted within 60 days to avoid being treated as taxable income. Late submissions will still be reimbursed but processed through payroll with applicable tax withholding. (Policy)

Reimbursements are intended for limited situations when standard purchasing methods are not available. Whenever possible, please use the Chemistry Purchasing & Accounting Office to make purchases on your behalf.

Submit a Purchase Reimbursement

Use the link below to submit your request (Non-travel):

UW Reimbursements | College of Arts and Sciences - Administrative Support

Documentation

Purchase Reimbursement Checklist: PURCHASE REIMBURSEMENT CHECKLIST

  1. Itemized receipts that include:
    1. Date of purchase
    2. Amount charged
    3. Proof of payment or payment method of purchase
  2. Chair or Director approval of the expense, unless the reimbursement is on grant funds, PI RCR (GR######)
    • For Chair's expenses, Divisional Dean approval is required

Documentation for purchase reimbursement for FOOD:

  1. List of attendees (if event is open to public, list estimated total number of attendees)
  2. Signed food form that is either:
    1. attached to the request
    2. on file in the department
  • No food forms are required if the reimbursement is on discretionary resource funding (RS100203)
  • No alcohol can be reimbursed, unless the reimbursement is on discretionary resource funding (RS100203)

Note: Reimbursements for meals are typically limited to the same meal per diem rate as listed on the UW Travel Office's Per Diem page.

Hosting and Entertaining

Very few budgets can be used for hosting or entertaining expenses (e.g., food or alcoholic beverages), and those that do allow it are primarily central Department funds. Reimbursements for any Department-sponsored events are subject to the Department Hosting policy.

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