Reimbursements are for rare occasions when other procurement methods are not an option. Seeking reimbursement for UW purchases made with personal funds should be done only as a last resort.
As with other procurement methods, you must have department approval. Reimbursements are subject to review and audit and some cases may result in non-reimbursement or request for repayment due to your department policy. It is not best practice for individuals to use their personal funds when making purchases related to UW business. This should be done only as a last resort, and with express prior approval of your administrator or dean (whichever is appropriate).
Reimbursements are subject to review and audit, and some cases may result in non-reimbursement or request for repayment.
All individuals seeking or approving reimbursements should be familiar with our “what’s not allowed” page.
- University employees must be reimbursed through eReimbursements for non-travel related items up to $3,500
- Reimbursements to University employees for non-travel related items over $3,500 must be submitted with a PAS PO and follow the requirements for supporting documentation.
- Individuals who are not employees can be reimbursed with a Check Request
University Book Store
Departments can create their own policy on how they manage the 10% rebate earned through University Book Store purchases. If your department policy requires the purchaser to pursue the rebate from the UW Bookstore, then this amount must be deducted from the amount of the reimbursement.