CBE Intranet

Finance + Travel Forms

The Finance and Administration Office (FAO), housed in the Dean’s Office at the College of Built Environments, provides fiscal support for the departments, units and programs within the College. We are committed to timely, quality services while ensuring compliance with all College and University financial activities, policies and processes. We can assist with a variety of financial transactions including, but not limited to: reimbursements, procurement, honoraria, deposits, and budgeting assistance.

To determine the best course of action for your request please visit the UW Connect Finance Portal (note: you must be logged in to see the various forms available).

Scroll to the bottom of the page for more form links. 

Please Note:
CBE requires receipts for all transactions, even when under $75.00.

Procurement

Before getting started please review the University’s PROCUREMENT QUICK GUIDE.  This resource will help guide you as you plan your procurement activities by providing consolidated information about sourcing, sole source procurement, unauthorized purchases, contracts and much more.

Below are the forms to use when procuring and paying for goods or services used in the course of doing UW business.  Please remember to log in to access the forms.

Reimbursement for UW Employees

Expense Reports are a Workday tool used to reimburse UW employees for travel and non-travel-related expenses incurred on behalf of UW business.  This process should be initiated by the employee directly in Workday.

Link to Job Aid: How to Create Travel and Non-Travel Spend Authorizations and Expense Reports

  • Travel Expense Reports:
    • Employees MUST have department/unit approval for all travel.
    • A “Spend Authorization” should be submitted in advance through Workday with pre-approval form attached.
    • To request reimbursement: Travel Spend Authorization & Reimbursement Request (login is required).

If you are a frequent traveler or are responsible for frequent travelers, it is advised that you enroll in a “Travel Policies and Procedures” training as well as the “WD Hands-On Training” available through the Travel Office.

Visit the Travel Services web page for detailed information.

  • Non-Travel Related Expense Reports:

Reimbursement for NON-UW Employees

Miscellaneous Payments are a way of making a one-time payment to Non-UW employees who are US Citizens, Resident Aliens, and Nonresident Aliens.

** If reimbursement is to be made to a company or entity other than an individual, you must pay them as a UW Supplier.  Email be-finance@uw.edu for assistance. 
  • Miscellaneous Payments:
    • Process used for reimbursement of individuals that are Non-UW employees (including UW students) for expenses made on behalf of UW business.
    • To request: Non-Employee Payment Request (login is required).

Miscellaneous Payments may include:

  • Awards / Prizes
  • Honoraria
  • Non-UW Employee Travel Reimbursement
    • Review the Travel Services web page for guidance on travel policy and related questions.
    • To ensure a Miscellaneous Payee does not receive a 1099 for non-employee travel, fill out the following form and attach to the request: Non-Employee Travel Form
  • Non-UW Scholarships
  • Research Subjects
  • Royalties

Best Practices for Miscellaneous Payments:

  • Request a completed Form W-9 from the payee.  This form should be sent directly to the Finance and Administration office at be-finance@uw.edu.
    • Note: Each social security number is checked manually against the IRS database for accuracy by UW’s central finance offices.  This step alone can take up to 10 business days to complete.
    • Do not include social security numbers on any Workday business process, these are for internal CBE use only.
  • Set up a system within your department/unit to ask up front if the individual is a foreign national.
  • Checks are recommended for payees that live in the United States.
  • If a service invoice is over the Direct Buy Limit, do not split the invoice into two different payments.
    • The Procurement office will need to approve prior to payment.
  • Do not submit a payment more than 2 weeks in advance of the service date.

(for a detailed list visit the miscellaneous payments web page)

Service Agreements

A Service Agreement is an agreement used when the faculty and staff of CBE intend to provide services to a customer such as scientific testing, training, program evaluation, curation services, conference hosting, consultation, field testing, presentation, technical assistance, or other non-sponsored activities or academic services.

CBE Service Agreement Package templates & forms:

Useful Payment and Purchase Forms

To request additional help that cannot be fulfilled by any other transaction-specific request forms, please go to the UW Connect Finance Forms page: General Finance Help Request (login is  required)

Campus Wide Resources