UW Recreation- Club Reimbursement Request

Reimbursement Request
Reimbursement checks, once approved by the Rec Clubs Office and submitted to UW Accounts Payable, will be sent directly to the Rec Clubs Office.

Student Club officers will be contacted once the check(s) arrive, and will coordinate with the Rec Clubs Office a day and time to pick-up. Checks can be picked up at the IMA Front Desk during operation hours.

Checks may take upwards of 4 weeks to process starting from reimbusement request submission.
Receipt/Reimbusement Expense Specifics

Gas Receipts: must include the name of the gas station/buisness, date of the transation, and total amount of the expense. Must be a receipt issued from a gas station.

Flights/Airfare: receipt must include name of traveler, dates of flight, and total amount. Photo of the actual ticket is NOT a receipt.

Lodging/Hotel/Airbnb Receipts: reimbusement for lodging should not be submitted until the event has concluded (post event). Documentation should be the final receipt (not inital invoice or quote), should show the dates stayed, taxes, and the total amount. A list of individulas who stayed/benefited from the lodging should be provided. Lodging is paid per diem.

Food during Away Trips: Meals are paid per diem. Receipt must have the vendor, date, and food details.

Food During Hosted Events: club must have approval from the rec clubs office. Club should complete the University's Food and Beverage Form and submit to the rec clubs office.

Equipment/Supplies: club should contact Rec Clubs manager before purchasing equipment and supplies to ensure funds and/or storage facilities are available.
Club Name & Worktag:*
Name of requesting officer:*

First NameLast Name
Email of requesting officer:*
example@example.com
Name of individual to be reimbursed:*

First NameLast Name
Email of individual to be reimbursed :*
example@example.com
Person being reimbursed is:
Is the individual being reimbursed claiming expenses on behalf of other individuals? *
Please list the name(s) of the individual(s) who paid for expenses and are not directly being reimbursed through this process. *
Total Amount to be reimbursed ($)*
Detailed expense description. Please describe your intended expense(s) to be reimbursed. *
Is this a Travel or Non Travel Reimbursement Expense? *
Non Travel Reimbursement Type*
Travel Reimbursement Type (select all that apply)*

AirfareRental VehicleGas or MileageLodgingMeals or Food during Away Trip
Non-UW Employee Expense Claim Form must be completed for the individual being reimbursed. This form must be filled out for all travel reimbursements.
Attach Non-UW Employee Expense Claim Form. *

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Food - Catering or Meals and Refreshments require a Food and Beverages Form.
Attach Food and Beverages Form.

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Clubs can reimbursed gas expenses using either the total paid in gas or total mileage round trip. Mileage is paid out at the applicable mileage rate which is set at $0.625 per mile. The total reimbursed using the mileage rate is usually higher than gas station recipts (total round trip mile x mileage rate = total to reimburse). Please select how you would like to reimburse the gas travel expense.

You can learn more about the mileage rate here.
How would you like to reimburse the gas expense?

Total paid via gas station receipt (must attach receipts below)Total mileage round trip (receipts are not needed for this option)
GAS & MILAGE & RENTAL VEHICLE: Attach a screen shot of a google map of the trip.

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Please show starting location and destination location within the image. Cancelof
LODGING: Number of folks who utilized the lodging:
VEHICLE RENTAL: Number of folks who were in the rental vehicle:
Receipt Attachment

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Must be an official receipt. Screen shot of a bank statement or an invoice is NOT a receipt. If submitting multiple receipts you can paste them into a word doc an upload the document as an attachment. Cancelof
Additional attachment if needed.

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Should be Empty: