Essential Spend Authorization (E-SPA)

Spend Authorization - Essential (eSPA)
A spend authorization request should be completed by Astronomy Faculty, Staff and Students to request pre-approval from the Chair to spend/make purchases with university funds, regardless of funding source.

It is used to request Chair approval for spending on:
- one-time events not planned before 3/14/25
- Food/beverage/miscellaneous purchases on Discretionary Funds, for meetings to conduct UW business, where a meal or light refreshment is an integral part of the official meeting.
- Any other purchases on Grants, Start-up/Retention Funds, Gifts, DOF, GOF, and any other Resources.
Important: This approval is REQUIRED before planning events or making purchases. Reimbursements submitted without this pre-approval will not (cannot) be processed.

Background:

FINANCIAL RISK MITIGATION effective March 7, 2025:

Institution-wide requirement: “All food purchases and discretionary spending, such as spending on branded goods, must be curtailed significantly".

College of Arts & Sciences additional guidance: Campus guidance instructs all units and personnel to restrict and curtail spending on food and to consider eliminating alcohol purchases. This guidance still applies to the use of gift funds. Part of this restraint should include strictly limiting all hosted meals to per diem and curtailing costs on all refreshment-style snack and reception food at group events.

Directions:

PRIOR to planning one-time events or making purchases, complete this form to receive approval from the PI/Manager and/or Department Chair (for non-grant funds). You can expect to receive an email/decision notification within 3-5 days. If approved, the approval MUST be attached to any reimbursement requests submitted to the department.

Resources:

For general purchasing questions: uwastro@uw.edu

Astronomy 60/90 Day Reimbursement Policy

CAS Risk Mitigation FAQs
Today's Date

MonthDayYear
Date
First Name*
Last Name *
Name
Email*
example@uw.edu
UW Affiliation:*

UW Faculty/StaffUW Student Employee
Which mission area does this event/expense support?*

ResearchTeachingService
Expense/Event Description
Date of expense/event:

MonthDayYear
Justification for event/expense:*
Name or Description of Event/Conference/Meeting/Other

Expected Spend (add rows if needed):

	Estimated Cost
Total Event Cost
Total Purchase Cost

Total:
FUNDING
RESOURCE or Type of Funding being used:

GrantsOther (includes Startup/Retention, Gifts, Surplus, ICR, GOF, etc.)
Approver Name
Grant Funds: Student Select name of PI Grant Funds: Faculty select Grant Manager - Jessica Ness Dept Funds: Select Administrator - Melisa Anderson (includes Start-up/Retention, Surplus, Gifts, ICR, GOF, etc)
Approver Email*
PI/Faculty Budget
Department Budget (if known)
Additional Worktag(s):
Additional Comments:
Enter any funding details or notes (i.e, split percentages)
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 60/90-day Rule for reimbursements.
Should be Empty:

Spend Authorization - Essential (eSPA)

Background:

Resources:

Expense/Event Description

FUNDING