UW COVID Response Expenditure Request

  • COVID Response Expenditure Request

    This form should be utilized to request consideration for a central expenditure that you believe is extraordinary in nature, directly related to the UW's COVID response and broadly institutional in scope.

  • Please complete the information requested below and on the following screens. If you have questions about how to complete this form, please contact opbcovid@uw.edu for assistance.

  • Format: (000) 000-0000.
  • Are you requesting a resource for your business unit/campus or on behalf of another business unit/campus?*
  • Please identify the type/nature of the expenditure requested*
  • Have you submitted a service request through one or more of the following departments (where applicable)?
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  • Labor

  • Will unit need to hire one or more new employees to meet the identified need?*
  • Will the duties/functions of this/these employee(s) directly relate to the UW's COVID response?*
  • Is the nature of this duty or function regularly performed during the normal course of you unit's business operations?*
  • Does the nature of the duty or function expected to represent more than a de minimus (i.e. >5%) use of an existing UW employee's time?*
  • Have you identified one or more existing UW employee that will perform the required duties/functions?*
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  • Are nature of the expected duties within the normal scope of the identified employee's position responsibilities*
  • Do you have other employees within your unit that perform the duties/functions you described above as part of their regular position responsibilities?*

  • Supplies or Materials

  • Does the type/nature of this expenditure require your business unit to procure supplies or materials from an external source?*
  • Will ALL of the supplies or materials needed (either to be procured or existing from stock) be utilized entirely for the UW's COVID response?*

  • Contractual Services

  • Please note: failure to follow federal contracting requirements when procuring and selecting contractors will put the UW at risk of not receiving reimbursement for associated response costs. 

    UW Procurement is available to assist with any questions you may have.

  • Are ALL of the contractual services requested directly related to the UW's COVID response?*

  • Equipment

  • Does the type/nature of this expenditure require your unit to procure the equipment from an external source?*
  • Do you need to purchase or lease this equipment?*

  • Please note you will be expected to maintain detailed documentation to facilitate future cost recovery opportunities. To facilitate your documentation efforts, you may be asked to use forms developed by the Federal Emergency Management Agency (FEMA) or similar derivatives developed by the UW:

    For examples of the types of information you may be asked to maintain, please refer to the following links, below

    • Labor Summary Record (UW is evaluating options in Workday to facilitate)
    • Supplies and Materials Summary Record
    • Contract Work Summary Record
    • Rented Equipment Summary Record
    • Owned (Force Account) Equipment Summary Record

  • What Happens After I Submit?

    After you submit your request for a resource or expenditure, a member of the Office of Planning and Budgeting will triage your request to the appropriate Executive Approver noted below

    Scope Executive Approver
    Facilities and Facilities Services Related Lou Cariello, Vice President, UW Facilities
    Human Resource and Personnel Management Related Mindy Kornberg, Vice President, UW Human Resources
    Academic and Learning Technologies Related Phil Reid, Vice Provost, Academic Student Affairs
    Broadly Information Technology Related Aaron Powell, Vice President, UW Information Technology
    Broadly Environmental Health and Safety Related Margaret Shepard, Chief Strategy Officer, UW Executive Office

    Once a decision has been reached by the Executive Approver, OPB will provide the requester with one of the three possible outcomes, as well as additional information on how to proceed with processing your requisition.

    1) The request is approved to be expended to central funds. 
    2) The request is approved to be expended to your local business unit.
    3) The request is within the scope of normal business operations, if you elect to move forward, the cost would be expended to your local unit. 

    Every effort will be made to reach a decision within one business day of request submission.

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