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.
University Book Store
If the purchaser is eligible for the 10% rebate, this must be deducted from the amount of the reimbursement. We must assume this rebate unless the receipt specifically states "Not valid/eligible for UW Customer rebate." Deduct 10% of the "Eligible for UW Customer Rebate" amount (this is the pre-tax subtotal) and then subtract this from the total amount paid. It is up to the purchaser to collect this amount from the UW Bookstore. The 10% should be deducted from the reimbursement, regardless of whether or not the purchaser chooses to pursue the rebate from the UW Bookstore. Compliance of this policy is the responsibility of the individuals requesting and approving reimbursement in the department.
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