Procurement & Finance

Email: edfiscal@uw.edu ​| Location: 222 Miller​

Welcome! Our Finance Team is dedicated to providing assistance with various matters such as procurement, budgeting, compliance, finance, and more. Whether you need help navigating the grant application process or purchasing books for your course, we are here to ensure your success. You can find our office conveniently located in the Dean’s Suite, Miller Hall, Room 222. Our in-person office hours are Wednesdays from 9:00 AM to 4:00 PM, unless otherwise specified. If you need assistance outside of these hours, you can schedule a meeting with our edfiscal Help Desk for online support .

Finance & Procurement Policies, Guidelines, and Resources

Below are key resources to help you navigate the ߺ’s finance and procurement processes, including policies, reimbursement procedures, and travel guidelines. *Please note UW policies may be updated at any time. Please check back regularly to ensure you have the most current information.

Finance Procurement Guidelines

Learn about the ߺ’s purchasing and reimbursement policies, including pre-approval requirements, reimbursement timelines, and best practices for making purchases. This guide ensures compliance with UW financial policies and helps streamline procurement processes.

✈️ COE Travel Guidelines

Find out how to book business travel, pay for expenses, and request reimbursements. This guide outlines best practices, required approvals, and important policies to follow when traveling for College-related business.

📄 Finance Office Forms & Resources

Access essential finance-related forms, standard operating procedures (SOPs), and additional resources to help with procurement, reimbursements, and financial compliance. This section includes step-by-step instructions and templates for common financial processes.

Common Purchasing & Reimbursement Questions

Following these guidelines will help streamline the reimbursement and purchase approval processes. If you have any questions, please contact edfiscal@uw.edu.

How do I make a purchase?

All purchase requests must be processed through TREQ, the ߺ’s internal purchasing approval and tracking system.

For large purchases (such as events, travel, food, or guest speakers with higher fees), pre-approval is required before proceeding. Submit your purchase request in TREQ and follow any additional steps based on the type of purchase (you can find more detailed instructions here). If you’re unsure whether pre-approval is needed, check with edfiscal@uw.edu before making the purchase.

We strongly recommend using internal purchasing options first (e.g., UW catalogs, ProCards, etc.). This is the preferred UW method and helps reduce your personal expenses.

Purchasing Items with a ProCard

  • TREQ Submission:
    • Create a TREQ with the list of required items, including website links or any necessary login information.
    • Include the shipping address.
  • Order Placement:
    • A ProCard holder will place the order once the TREQ is fully approved.

For help with submitting a request in TREQ, please see our helpful guides here. 

Do I need approval before making a purchase?

It’s best practice to always secure a pre-authorization. Without it, your request may be denied due to funding limitations or allowability issues.

For large or highly regulated purchases—such as events, travel, food, or guest speakers with higher fees—pre-approval must be obtained through TREQ using the "Pre-Authorization" process. 

How do I request a reimbursement?

It’s best practice to always secure a pre-authorization. Without it, your request may be denied due to funding limitations or allowability issues.

To request reimbursement (non-travel), please submit a "Other Reimbursement" in TREQ and provide:

  • Proof of payment
  • An itemized receipt
  • Additional documentation may be required depending on the purchase. 

If the receipt is under a spouse's or another person’s name, the reimbursement will be issued to the individual named on the receipt.

To request a travel reimbursement, attach the "Travel Reimbursement" to your existing "Travel Pre-Authorization" in TREQ. Do not create a new TREQ.


For help with submitting a request in TREQ, please see our helpful guides here. 

How long do I have to submit a reimbursement request?

Reimbursement requests must be submitted within 90 days of the purchase. If a request is submitted beyond this period, it must include a justification and will require further review. Reimbursement is not guaranteed for late submissions.

💡 Important: Requests for purchases made over a year ago will not be reimbursed.

How do I check the status of my purchase or reimbursement?

You can check the status of your purchase or reimbursement in TREQ, where all requests are tracked.

  • If you need an update or clarification, you can reach out to edfiscal@uw.edu with your TREQ request number.
  • If a reimbursement is taking longer than expected, it may be under review due to missing documentation or policy compliance checks.

💡շ: When a TREQ is marked "Complete," it means that the order has been placed or entered into Workday—not that the payment has been finalized.

I need to travel, what is the process for booking and reimbursements? 
College Pays (CTA)
  • Submit a "Travel Pre-Authorization" request in TREQ prior to traveling
    • Once approved, email travel details along with the associated TREQ to edtravel@uw.edu.
    • Travel details are forwarded to the partnered travel agency for flight booking.
  • The travel agency will work with you to find the best option for flights and hotels.
  • After you make your selection, the travel agency sends to COE for approvel. We approve based on the pre-approved TREQ amount.
  • Once the itinerary is finallized, the travel agency will send you a copy. 
You Pay, We Reimburse
  • Submit a "Travel Pre-Authorization" request in TREQ prior to traveling
  • Once budget approval is given, you may commense booking your travel!
  • Post travel, submit a "Travel Reimbursement" by going to your "Travel Pre-Authorization" and pressing +Order
  • Once approved, a finance team member will process you reimbursement
    • 💡շ: please be sure to have direct deposit set up in Workday. Otherwise, you will receive a check. 

For help with submitting a request in TREQ, please see our helpful guides here. 

How does meal per diem work?

Meal per diem is a daily allowance provided to cover the cost of meals incurred during University-related travel. This standardized rate ensures that travelers are reimbursed for meal expenses up to a predetermined amount, based on guidelines such as those provided by the GSA. This also means, no need to keep track of individual meal reciepts, yay!

Meal per diem is calculated based on travel status. UW calculates this through the following:

  • Flight Times:
    • Subtract 3 hours from the departure flight time to set the travel start time.
    • Add 1 hour to the return flight time to set the travel end time.
  • Self-Reported Times:
    • Record the actual times you left and returned.

When submitting for reimbursement you can use the  Meal Per Diem Calculator to get a more accurate sense of the amount to be reimbursed. 

  • Enter the destination, start time, end time, and the full-day per diem amount.
  • Mark any provided meals (e.g., a continental breakfast) in the “provided?” columns.
  • The Full Day Per Diem Amount is available on the GSA Per Diem Rates website.

💡շ: The Meal Per Diem Calculator is required for non-UW individuals, but optional for UW employees.

Can I get an advance on my travel reimbursement?

Yes, UW allows reimbursement on certain travel expenses before travel. These include:

  • Registration fees
  • Membership fees
  • Hotel costs (if paid in full prior to travel)
  • Flight expenses
  • Miscellaneous travel expenses (if paid in full prior to travel)

To request an reimbursement, add a "Travel Reimbursement" request to your existing "Travel Pre-Authorization" in TREQ.

If your travel plans change and you are unable to travel, please send a check to the College for the amount reimbursed. Checks should be sent to:

ߺ
Attn: Finance
222 Miller Hall
UW Box 353600
Seattle, WA 98195-3600

💡շ: COE policy does not allow for advances on meal per diem expenses.

How do I pay for a registration or membership?

(Travel Not Required) Initiate “Make a Purchase” TREQ:

  • Submit a “Make a Purchase” TREQ prior to travel.
    • Update the title to clearly and concisely identify the work
    • Add a brief business purpose statement
    • Enter the total amount in the line items
    • Add a link to the line item if applicable
    • Provide any log in details in a note, if applicable
    • Upload supporting documentation:
      • If the registration requires extra information (e.g., address, phone number, job title), include all details and attach responses in the TREQ folder.
  • Once approval is given, it will be assigned to a ProCard Holder for purchase

(Travel Required) Initiate “Travel Pre-Authorization” TREQ:

  • Submit a “Travel Pre-Authorization” TREQ prior to travel.
    • Update the title to clearly and concisely identify the work
    • Add a brief business purpose statement
    • Enter the total estimated amounts in the line items
    • Add a link to the line item if applicable
    • Provide any log in details in a note, if applicable
    • Upload supporting documentation:
      • If the registration requires extra information (e.g., address, phone number, job title), include all details and upload responses in the TREQ folder.
  • When registration or membership needs to be purchased, please add a +Order “Make a Purchase”.
  • Once budget approval is given a ProCard holder will place the order. 
How and when should I submit mileage for reimbursement?
Mileage Submission Frequency:
  • Coaches: Submit mileage monthly.
  • Other Drivers: Submit mileage at least once per quarter or as needed.
Mileage Reimbursement (Local)

TREQ and Documentation:

  • Initiate a TREQ and obtain approval.
  • Complete a mileage log with the following details:
    • Date
    • Departure site
    • Destination site
    • Number of miles
    • Indicate if it is a one-way trip or round trip
    • Attach a map or include a mileage list

Exceptions:

  • For a single round trip (e.g., home to airport and back), a map is required as supporting documentation.
  • Use the standard mileage charts provided by the school:
    • UW Travel Mileage
    • School Mileage Chart
  • Note: Reimbursement is based on the shortest distance traveled, not the shortest travel time.
Mileage Reimbursement with Meals (For Trips Over 50 Miles)

Process:

  • Initiate a TREQ and complete the mileage log as described above.
  • Record “Travel Start” and “Travel End” times accurately; these times determine meal reimbursement eligibility.
  • If these times are not included on the mileage log, add them in the TREQ as supporting documentation.

For help with submitting a request in TREQ, please see our helpful guides here. 

What do I need for food-related purchases?

It’s best practice to always secure a pre-authorization. Without it, your request may be denied due to funding limitations or allowability issues.

For meetings that include food, you must provide:

  • A fully approved TREQ
  • Vendor information
  • An agenda
  • A list of attendees or a sign-in sheet
  • A copy of the invitation

By following these guidelines, you can help ensure a smooth purchasing and reimbursement process. If you have any questions, please contact edfiscal@uw.edu.

For events that include food, please note the following:

  • Consolidating Event Costs: For events, create a single Pre-Authorization TREQ with the total estimated amount for the event. As individual items (e.g., food, venue reservations) are confirmed, add a +Order to the existing Pre-Authorization. This keeps all related costs under one TREQ order number.
  • Contract & Signature Guidelines: Individuals are not authorized to sign Statements of Work, Contracts, or Payment Terms on behalf of the College or UW. If a signature is required, contact edfiscal@uw.edu. They will review the documentation to determine if it can be signed by the Assistant Dean for Finance and Administration or if it needs further review by Central.
  • Deposit Allowability: Deposits are standard in certain industries and are allowable for catering and conferences, typically limited to no more than 40% of the total cost.

For help with submitting a request in TREQ, please see our helpful guides here. 

I need to pay someone (not a business), what is best practice?

It’s best practice to always secure a pre-authorization. Without it, your request may be denied due to funding limitations or allowability issues. Please note that we cannot pay employees for services or honoraria, and the University restricts payments to individuals on certain visas. You can view the comprehensive list . 

For paying an individual who provided a service, you must provide:

  • A fully approved “Pay an Invoice” TREQ
    • Update the title to clearly and concisely identify the work
    • Add a brief business purpose statement
    • Enter the total amount in the line items
  • Provide payee’s name and contact information.
  • Upload the invoice into the TREQ’s OneDrive folder.
    • The invoice must include:
      • Payee’s legal name
      • Mailing address
      • Contact email
      • Description of the service provided
      • Date of service
      • Amount paid
    • Additional documentation may be required for foregin payments. More details can be found .
  • 💡 NOTE: Finance will collect the recipient’s taxpayer ID securely via an encrypted Powerform.

For paying an individual an honorarium, you must provide:

  • A fully approved “Make a Purchase” TREQ
    • Update the title to clearly and concisely identify the work
    • Add a brief business purpose statement
    • Enter the total amount in the line items
  • Provide payee’s name and contact information.
  • Upload supporting documentation into the TREQ’s OneDrive folder.
    • Recommended Documentation: Invitation Letter
    • Additional documentation may be required for foregin payments. More details can be found .
  • 💡 NOTE: Finance will collect the recipient’s taxpayer ID securely via an encrypted Powerform.

For reimbursing a non UW employee, you must provide:

  • A fully approved “Other Reimbursement” TREQ
    • Update the title to clearly and concisely identify the work
    • Add a brief business purpose statement
    • Enter the total amount in the line items
  • Provide payee’s name and contact information.
  • Upload supporting documentation into the TREQ’s OneDrive folder.
    • Proof of payment
    • An itemized receipt
    • Additional documentation may be required depending on the purchase.
    • Additional documentation may be required for foregin payments. More details can be found .
  • 💡 NOTE: Finance will collect the recipient’s taxpayer ID securely via an encrypted Powerform.

For help with submitting a request in TREQ, please see our helpful guides here. 

I have a contract that needs to be signed, can I sign it?

No, individuals are not authorized to sign Statements of Work, Contracts, or Payment Terms on behalf of the College or UW. If a signature is required, please contact edfiscal@uw.edu. They will review the documentation to determine whether the Assistant Dean for Finance and Administration can sign it or if it needs further review by Central.

It is highly recommended that you submit a “Pre-Authorization” through TREQ and discuss any purchases that might exceed $10K—or require a contract, Statement of Work, or other legal documentation—with your budget manager. They can help you secure the necessary supporting documentation and navigate the contract process at UW.

Additionally, UW has existing contracts available that can be utilized for many purchases. If you are purchasing through the UW catalog, no extra documentation or review from Central is required.

For help with submitting a request in TREQ, please see our helpful guides here. 

I need to mail something, help!
Package - FedEx (ship from Miller)
  • Submit Your Request: Email your request to Miller Building Management at mlrbldg@uw.edu.
  • Receive the Shipment Form: Once your request is assigned, we will send you the “COE FedEx Shipment Form”.
    • Important:  Your package will not be shipped until we receive the fully completed form.
  • Timing for Pickup:
    • Requests submitted before 12:00 PM will be picked up for next-day delivery.
    • Requests submitted after 12:00 PM will be processed and shipped the following morning.
  • Package Preparation: Ensure your package is sealed securely to prevent it from reopening during shipping.
Mail - USPS (ship from Miller)
  • Please drop off your letter, and we will stamp it and deposit it in the mailroom’s USPS drop box.
Creative Communications
  • Initiate Pre-Auth TREQ:
    • Submit a “Pre-Authorization” TREQ for a UCAR request.
    • Update the title to clearly and concisely identify the work
    • Add a brief business purpose statement
    • Enter the total estimated amount in the line items
    • Provide mailer’s contact information.
  • Once approval is given, you may proceed with requesting postage
UW Creative Communication Guidance:
  • Please note the following guidelines from :
    • Required for Mailing: Departments must obtain a Postage Account Number (PAN) to generate postage barcodes for envelopes, business reply products, and barcode stickers.
    • Essential for Shipping: The PAN is needed for shipping through FedEx or UPS and for certain mailing types processed through Mail Prep.
    • New Program Details: The PAN replaces the old budget number barcode program; set up your new postage account via the online form and direct questions to barcode@uw.edu.
  • For detailed information and any specific guidelines regarding mailing services through Creative Communications, please refer to their .
How do I request a UCAR?
Initiate Pre-Auth TREQ:
  • Submit a “Pre-Authorization” TREQ for a UCAR request.
    • Update the title to clearly and concisely identify the work
    • Add a brief business purpose statement
    • Enter the total estimated amount in the line items
    • Provide driver’s contact information.
  • Once approval is given, you may proceed with renting the UCAR
UW Rental Guidance:
  • Please note the following rules from :
    • UW vehicle rentals are available to faculty, staff, and students who hold a valid driver's license, have payment worktag authorization, and have completed Driver Safety & Awareness Training in the last two years. There are two types of users:
    • Renters: Authorized to charge to a payment worktag; can make reservations, add drivers, and pick up vehicles.
    • Drivers: Not authorized to charge; can only view and pick up associated rentals.
    • Rentals are strictly for university business, all passengers must be eligible, and any damage may be charged to the responsible department. For rentals longer than 30 days, a Long-Term Vehicle Request Form must be submitted.
  • For detailed information and any specific guidelines regarding UCar services, please refer to the .

For help with submitting a request in TREQ, please see our helpful guides here. 

I need UW Worktags to place my order, where can I find those?

If you need UW Worktag information, please email edfiscal@uw.edu. Include your TREQ number and a brief description of your request. Allow 24–48 business hours for a response.

Page last updated: 2/24/2025