• UW PURCHASE REIMBURSEMENT REQUEST

    For UW Faculty, Staff, and Student Employees
  • Date
     - -
    2 digit month, 2 digit day, 4 digit year

  • EXPENSE DETAILS

  • Add specific reimbursement items here:
    Rows
  • Partial Reimbursement?*
  • Partial Reimbursement Amount Requested:
  • Does this reimbursement include Food?*

  • LIST OF ATTENDEES REQUIRED.

    FOOD APPROVAL FORM REQUIRED

  • Food Purchase Approval Category
  • If this reimbursement is above the calculated per diem, do you want this overage included in the reimbursement? Please review UW Meal Per Diem policies.*

  • If Yes - Over per diem costs must be associated with RS100203 Discretionary Funding. Please ensure the FDM provided includes this resource tag.

  • If No - AST will calculate the reimbursement as per diem only

  • Does this reimbursement include Alcohol?*

  • If Yes - Alcohol must be associated with RS100203 Discretionary Funding. Please ensure the FDM provided includes this resource tag.

  • FUNDING

  • PI/Faculty Budget
  • Department Budget (If known)
  • Additional Worktag(s) if needed:

  • If Worktags are unknown, type a budget description (i.e., xx startup) into the comment section. Astronomy fiscal staff will complete fields if needed. 

  • Would you like to split the costing allocation?
  • SPLIT Allocation Driver Worktag2

  • SUPPORTING DOCUMENTATION

  • Food Purchase Checklist:
  • List of Attendees:
  • Purchase Checklist:
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  • IMPORTANT:

    The UW Non-travel Reimbursement Policies including unallowable expenses, and receipt/records requirements can be found here. 

    • Purchase reimbursements must be submitted to the Astronomy Office within 30 days of: the end of the trip (for travel-related expense reimbursements) and the date of the purchase (for non-travel-related expense reimbursements).
    • As of January 1, 2026, AST (College Administrative Support Team) no longer processes reimbursements for receipts incurred more than 60 days before ticket submission. The department requests it within 30 days to allow for processing time between the department and AST. If you are submitting a reimbursement that falls after 30 days but within 60 days, please notify uwastro@uw.edu immediately.
    • Purchase reimbursement requests received after 30 days but within 60 days are not guaranteed but will be prioritized and processed to the best of our ability.
    • Purchase reimbursement requests received after 60 days are ineligible for reimbursement and will not be processed. 

  • Select "Save for Later" to return and complete form another time. 

    Select "Review" to review and sumbit reimbursement request.

    By selecting the "Submit" button, you are acklowledging that you have read and understand the 30/60-day Rule as desribed above, and have read and understand the UW Finance Procurement Policies pertaining to reimbursements.

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