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.

See the attached "Reimbursement Guide Document" document below for guidance.

Reimbursement Guide Document

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. Gas receipts can be submitted for rental cars only. For personal vehicles, you must request a mileage reimbursement.

Flights/Airfare: receipt must include name of traveler, dates of flight, and total amount. Photo of the actual ticket is NOT a receipt. The submission must include an itermized intinerary from the flight line.

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)*

Clubs can reimburse gas expenses for personal vehicles only. Fuel for personal vehicles can only be reimbursed through mileage (gas receipts can ONLY be used for rental vehicles). The current mileage rate is $0.70 per mile. When completing the "NON-EMPLOYEE TRAVEL CLAIM FORM" Clubs can choose to either enter the mileage to cover the cost of fuel needed for the trip (i.e. if the person being reimbursed traveled 120 miles and spent $70.00 in fuel, the club can enter 100 miles) or they can choose to reimburse for the total mileage (i.e., 120 miles at the $0.70 mileage rate would lead to an $84.00 reimbursement). Please complete the form accordingly.

Personally Owned Vehicle (Mileage)

· Mileage is reimbursable at the applicable mileage rate, which includes the cost of gas and wear/tear @ $0.70 per mile (1/1/2025)

Documentation:

· Required documentation regardless of mileage total:

· Mileage from select location

· Google Map: Attach Google Map to the request. · Travelers may not request gas reimbursement for privately owned vehicles.

You can learn more about the mileage rate here.

Car Rental Requirements

· The car class charged on the final agreement can be up to a full-size sedan. Any class higher than full size requires business justification.

· For the justification of the upgraded class being the only/cheapest available, verifying documentation must be provided. · Justification Form to be filled out by Rec Clubs Manager: approval-for-car-services-upgrades.docx

· ALL drivers on the final rental agreement must be on UW business or the entire amount of the car rental is not reimbursable. · A final rental agreement (itemized) is required for reimbursement. See receipts policy.

· Name of driver/additional drivers

· Car class charged

· Pick-up/Drop-off information

· Itemized charges

· Itemized insurances

· Proof of payment

· MISC

· Gas for a rental car is reimbursable as a separate expense or on the final agreement (itemize on non-employee travel form.

· Screen shots: Screen shots from phone apps will not be accepted. From a PC, file formats need to be PDF, JPG, PNG.

· Photos of receipts must be in focus and easily readable.

Non-UW Employee Expense Claim Form must be completed for the individual being reimbursed. This form must be filled out for all travel reimbursements. See the "Reimbursement Guide Document" document at the top of this form for guidance.

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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Please confirm your understanding of reimbursing for fuel, if applicable.

I am reimbursing fuel used for a rental vehicle (must attach receipts below)I am reimbursing mileage for a personal vehicle (must attach a screen shot of the map of the trip with starting location and destination location within the image)

Rental Vehicle (Gas Receipt) OR Personal Vehicle (Map): Attach proper documentation.

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Please show starting location and destination location within the image.

VEHICLE RENTAL: (Number of folks who were in the rental vehicle)

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

Attach Food and Beverages Form.

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LODGING: Number of folks who utilized the lodging:

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.

Additional attachment if needed.

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If submitting a bank statement, please redact your account number and address. Please note your account number may appears multiple times on a statement.