Financial and Administrative FAQs

Team email addresses provide visibility and backup coverage.  They also keep the request, communication, and supporting documentation together if another employee needs to assist.

Yes.  Requests sent to designated CBE support addresses create UW Connect tickets that can be assigned and tracked by the appropriate team.

Use My Requests in UW Connect to review the status, read updates, provide information, and respond to questions.

If you submitted your request by email, keep related follow up messages in the original email thread so the history remains connected to the same ticket.

No. Submit the request once to the most appropriate address. The receiving team can coordinate internally or transfer the ticket when another team needs to respond.

Duplicate requests may delay review and create conflicting information.

Send purchasing, reimbursement, invoice, ProCard, travel payment, payroll funding, and service agreement requests to be-finance@uw.edu.  Your email will create a UW Connect ticket that can be assigned and tracked.

Include:

• The requested action
• A clear business purpose
• The amount or estimated cost
• Funding Worktags, if known
• Required approval
• Supporting documentation
• The applicable deadline

For purchases, also include the supplier, quote, anticipated purchase date, and relevant specifications.

Yes.  Obtain approval before ordering goods, engaging a service provider, registering for an event, or otherwise committing UW funds.

Approval does not guarantee payment or reimbursement if an expense is unallowable or inadequately documented.

You may recommend a supplier or purchasing method, but CBE Finance will determine the appropriate method based on the expense, supplier, amount, and UW requirements.

Purchasing methods may include:

• Catalog order
• ProCard
• Noncatalog requisition
• Payment to an individual

The Direct Buy Limit is $10,000 for the total anticipated purchase from one supplier for the same goods or services.  Purchases may not be divided into smaller transactions to avoid the limit.

Contact be-finance@uw.edu before making a commitment if the total purchase may exceed $10,000.  Competitive procurement or a sole source justification may be required.

A sole source justification may be required when a purchase exceeds the Direct Buy Limit and only one supplier can reasonably meet the business need.

The justification must explain:

• The business requirement
• The market research performed
• The alternatives considered
• Why the proposed supplier is uniquely qualified

Contact be-finance@uw.edu before requesting a final quote or making a commitment.

No.  Purchasing contracts must be reviewed and approved by UW Procurement.

Faculty, staff, chairs, directors, and the Dean do not have authority to sign purchasing contracts on behalf of UW.

No.  Services should not begin until the required approvals are complete and the supplier has received the appropriate UW authorization.

Allowing work to begin early may delay or even prevent payment.

Provide:

• The supplier invoice
• Purchase order or contract information, if applicable
• Funding Worktags
• A clear business purpose
• Confirmation that the goods or services were received

Review the invoice for accuracy and report incomplete work or disputed charges before approving payment.

If the supplier received a UW purchase order, instruct the supplier to follow the invoicing directions included on that purchase order and include the correct purchase order number on the invoice.

If no purchase order was issued, ask the supplier to send the invoice to you or the identified CBE contact. Submit it to CBE Finance with the business purpose, funding Worktags, required approval, and confirmation that the goods or services were received.

Do not instruct a supplier to submit the same invoice through multiple channels. Suppliers may review the UW supplier information and invoicing guidance for additional instructions.

Use a ProCard only after confirming that the purchase is allowable and that ProCard is the appropriate payment method.

Do not use a ProCard for personal expenses, restricted items, or purchases requiring a contract unless CBE Finance or UW Procurement has confirmed the purchasing method.

Provide an itemized receipt, business purpose, funding Worktags, and any required approval promptly after the purchase.

ProCard transactions are reviewed weekly. Delayed documentation may create compliance issues.

Contact be-finance@uw.edu promptly. You may be asked to provide proof of payment, a detailed explanation, and a Missing Receipt Declaration approved by the appropriate cost center manager, chair, or unit manager.

Repeated missing receipts may affect future purchasing privileges.

Submit reimbursement requests as soon as possible.

Requests submitted more than 60 days after the transaction may be taxable. CBE generally will not process requests submitted more than 90 days after the transaction unless the required exception is approved and documented.

Prior fiscal year expenses generally will not be considered through the CBE exception process.

Provide:

• An itemized receipt
• Proof of payment
• A clear business purpose
• Funding Worktags
• Required approval

Additional documentation may be required for food, travel, mileage, foreign currency, or expenses paid for others.

Reimbursement should generally be paid to the person who paid the vendor. Explain any joint payment arrangement when submitting the request.

Whenever possible, purchase personal items separately.

If a receipt includes business and personal expenses, clearly identify the business expenses and exclude the personal cost, including related tax and gratuity, from the amount charged to or reimbursed by UW.

Gratuity should generally be between 15% and 20% of the meal cost. An 18% tip is appropriate for good service. A 20% tip should be reserved for excellent service and is the maximum amount CBE will cover.

If you choose to leave more than 20%, pay the additional amount with personal funds.

Treat a mandatory service charge as gratuity. Do not add another UW funded tip if the service charge is already 20% or more.

If the service charge is less than 20%, any additional gratuity must keep the combined total within the 20% maximum.

No. Customary meal gratuity is included in the traveler’s meal per diem. Transportation tips, including customary tips for taxis and shuttles, may be reimbursable.

Review the UW meal per diem guidance for additional information.

Complete the current CBE Travel Approval form and obtain approval from the appropriate Dean, chair, or unit manager before making travel commitments.

Attach the approved form to the Workday Spend Authorization.

A Spend Authorization and an Expense Report serve different purposes and undergo separate reviews.

The Spend Authorization documents the estimated travel costs, business purpose, funding, and required approval before the trip. It is primarily reviewed at the College level.

The Expense Report documents the actual expenses and requests reimbursement after costs are incurred. It is reviewed at both the College and University levels to confirm that the expenses and supporting documentation comply with funder requirements and applicable UW, Washington state, and federal rules.

Approval of a Spend Authorization does not guarantee that every expense will be reimbursed. Travelers must still provide the documentation required for the Expense Report, and the actual expenses must be allowable.

Yes. Registration, airfare, and prepaid lodging may generally be purchased or reimbursed before travel when the trip has been approved and all other requirements are met.

No. Meal per diem is an allowance based on the travel location and eligible travel times.

Meals provided by a conference, hotel, host, or other source must be deducted from the traveler’s per diem. Review the UW meal per diem guidance for additional information.

Alcohol may not be charged to most UW funding sources. Do not purchase alcohol unless written approval confirms that it is allowable and an appropriate funding source has been identified.

Provide:

• A clear business purpose
• An itemized receipt
• An attendee list
• Confirmation of whether alcohol was purchased

A Food Approval form or additional documentation may also be required.

Contact be-finance@uw.edu before promising payment or inviting the individual to perform an activity.

The appropriate payment method depends on whether the payment is an honorarium, award, reimbursement, performer payment, consulting payment, or another type of payment.

An honorarium recognizes a limited activity for which a fee was not formally required.

A negotiated amount paid in exchange for defined work is generally payment for services. It may require a contract, supplier registration, purchase order, or another procurement process.

No. An honorarium is not an appropriate payment method for teaching or instruction.

Contact be-finance@uw.edu and CBE Human Resources before the individual begins work so the correct payment or appointment method can be determined.

Contact be-finance@uw.edu before the activity occurs. Tax, immigration, visa, location, and payment documentation may affect whether and how the individual can be paid.

Do not guess. Include the purpose of the expense and the funding source you believe should be used.

CBE Finance will help confirm the appropriate Cost Center, Program, Gift, Grant, or other Worktags.

Unit leaders and budget owners remain responsible for understanding their available resources and planned commitments.

CBE Finance provides reports, analysis, forecasting, and assistance identifying unusual activity or projected overspending.

Contact be-finance@uw.edu . Explain the decision the report should support, the relevant unit or funding source, and the period to be reviewed.

Contact be-finance@uw.edu promptly.  Include the transaction information, funding source, and an explanation of the concern.

CBE Finance will research the charge and determine whether a correction, transfer, or follow up with another unit is needed.

No. Before committing funds:

• Confirm that the expense supports your current duties or reasonable professional advancement
• Verify your available allocation and the applicable funding period
• Obtain approval from the appropriate supervisor, chair, director, or unit manager

The CBE Administration Team, also known as the A-Team, provides coordinated administrative and operational support across the College.

The team helps manage requests, coordinate work, maintain process visibility, provide backup coverage, and connect employees with the appropriate CBE or UW resource.

Start with the be-admin@uw.edu.  The team will review your request, handle it directly when appropriate, or route it to the correct team.

Include:

• What you need
• Why it is needed
• The applicable deadline
• Who is involved
• Relevant dates and locations
• Available approvals or documentation
• The desired outcome

If a deadline is fixed, explain what will be affected if it is missed.

Submit the request through the appropriate support address and clearly identify the deadline and operational impact.

An urgent request should involve a genuine time sensitive consequence, rather than only a preferred completion date.

Send questions about appointments, FTE, hours, benefits, compensation, and employment to CBE Human Resources.

Questions about payroll funding, costing allocations, or financial corrections should be sent to be-finance@uw.edu.

Contact the be-admin@uw.edu for general timesheet assistance. The team will coordinate with CBE Human Resources or the appropriate payroll resource when needed.

Submit the request as soon as the need is known and before the individual begins work.

Late requests may delay system access, onboarding, payroll, or benefit eligibility.

The CBE Administrative Team coordinates general onboarding communication and administrative steps. CBE Human Resources manages employment requirements.

The hiring unit remains responsible for role specific orientation, duties, expectations, training, and supervision.

Contact the be-admin@uw.edu and include:

• The task and desired outcome
• The business purpose
• The deadline
• Estimated hours
• Required access or materials
• Any necessary skills or experience

The Administrative Team and Meegan will review priorities, confirm employment readiness and availability, and coordinate the assignment.

The CBE Administrative Team retains employment supervision and coordinates assignments.

The employee requesting assistance serves as the task supervisor by providing clear instructions, necessary materials, timely feedback, and confirmation that the work is complete.

Send course scheduling, classroom logistics, and academic administrative requests to the be-admin@uw.edu.

The team will coordinate with the department, Time Schedule team, Facilities, Computing, or other partners as needed.

The CBE Administrative Team can assist with scheduling, logistics, purchasing coordination, documentation, and request routing certain departmental events or meetings.

Submit requests early and include:

• The event purpose
• Date and time
• Location
• Intended audience
• Estimated attendance
• Available budget
• Requested support

Contact the be-admin@uw.edu if the appropriate communication channel is unclear.

The team will help coordinate with Marketing and Communications, Advancement, the Office of Student Services, or another responsible area based on the purpose and audience.

The Office of Student Services is the primary lead for student engagement.

The CBE Administrative Team may assist with request routing, calendars, logistics, records, and coordination with Finance, Facilities, Marketing and Communications, Advancement, or other teams.

Store college records in the approved UW Microsoft environment, including SharePoint, OneDrive, Teams, and Outlook.

The CBE Administrative Team can help identify the appropriate location, organize records, and confirm access.

No. Final documents and records needed by the College should be stored in the appropriate shared location.

Personal folders and individual email accounts do not provide dependable access, retention, or backup coverage.

The faculty member completes the form and supporting documentation.

The CBE Administrative Team reviews the materials for completeness and coordinates routing for chair and Dean approval before final submission to the UW Office of Research.

Contact CBE Facilities for repairs, access, space, furniture, keys, moves, and other building concerns.

If you are unsure where to send the request, contact the be-admin@uw.edu for routing assistance.

Follow established emergency procedures when there is an immediate threat to health or safety.

For an urgent operational issue that is not an emergency, contact CBE Facilities and clearly describe the location, issue, operational impact, and required response time.