SUS Payment, Purchasing, & Reimbursement Request Form

Note:  All items purchased with any amount of University of Washington funds are the property of UW, and must be surrendered to the Unit (SUS) at the time employment with the Unit ends.

1. All payments, purchases and reimbursements must be submitted through this form to obtain prior approval.  
2. SUS staff will use their ProCards for non-travel purchasing* whenever possible to avoid reimbursements. It is University policy that “Reimbursements are for rare occasions when other procurement methods are not an option. Seeking reimbursement for UW purchases of goods made with personal funds should be done only as a last resort.”
3. All receipts for expenditures must be submitted within 60 days of being incurred. Additionally receipts must be submitted no later than June 1st to allow sufficient time for fiscal year end processing.
4. If the project or activity results in a product such as a patent, publication, etc., the recipient must acknowledge the financial support of UW Tacoma.

*If you are looking for travel pre-approval/reimbursement, please complete the 'Travel Pre-Authorization & Reimbursement Online Form'.

Payment to Individuals

1. If you are requesting a payment for yourself or another UW faculty member, you must first obtain an appointment letter from the issuing department and submit the letter at the end of this form. The appointment letter must include:
   1. Date(s) of Service (Start & End Dates)
   2. Amount of Payment
   3. Workday Cost Center and Associated Worktags
   4. Title of the Work Being Done
   5. Description/Reason for the Additional Compensation
2. Payment approvals must be submitted at least 4 weeks in advance of the event/start date.
3. Once you submit this form, it will be routed through UW Tacoma Academic HR (AHR) and Academic Affairs (AA). 
4. Once approved by AHR/AA, the compensation change will be entered into Workday by the SUS Director.

Food Purchase Request/Procedures

1. Please familiarize yourself with UW Tacoma's Food Purchase policy regarding what kind of food purchases are allowed on non-discretionary and discretionary budgets.
2. Food purchase requests MUST be submitted no less than two (2) weeks prior to the event AND be pre-approved or the purchase will be automatically denied by Campus.  
3. Complete an Event Food Form through the Food & Beverage Request Portal

Computer, Software, A/V etc. purchases

1. All purchases and reimbursements must be submitted through this form to obtain prior approval.  
2. Software must be installed on UW-owned computing equipment only.