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Finance + Travel Forms

The Finance and Administration Office (FAO), located within the Dean’s Office at the College of Built Environments, offers financial support to all departments, units, and programs in the College. Our commitment is to provide timely and high-quality services while ensuring compliance with all College and University financial policies and procedures. We can assist with various 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 available forms).

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 your procurement activities by providing consolidated information about sourcing, sole source procurement, unauthorized purchases, contracts and much more.

Procurement

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

Travel

For further guidance, consult the CBE FAO or refer to UNIVERSITY TRAVEL POLICIES.

Reimbursements

Step 1 – Complete the Travel Pre-Approval Form

  • Fill out all required fields, including traveler information, purpose of travel, estimated budget, and funding source.
  • Ensure that the justification for travel aligns with departmental and institutional priorities.

Step 2 – Obtain Approval

  • Submit the completed form for approval by the appropriate authority:
    • Chairs: Approval required from the Dean of the College.
    • Faculty: Approval required from your Department Chair.
    • Research Staff: Approval required from your Unit Manager.
    • Staff & Student Employees: Approval required from your Manager/Supervisor.
  • DO NOT commit any funds or make travel arrangements until approval is granted. 

Step 3 – Request a Spend Authorization

  • Once the Travel Pre-Approval Form has been approved, initiate a Spend Authorization in Workday.
  • Attach the approved Travel Pre-Approval Form as supporting documentation.

Step 4 – Book Travel and Track Expenses

  • Make travel arrangements in compliance with university policies and budgetary constraints.
  • Retain detailed, itemized receipts and records of all travel-related expenditures.

Step 5 – Reconcile Expenses

  • Submit all receipts and documentation for reimbursement within 45 days of completing travel.
  • Ensure that all travel expenses are posted and reconciled in accordance with university policies.

Reimbursement

Reimbursements for travel and non-travel is allowable if determined to fall in line with UW Policies.

Reimbursements

Reimbursement to 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.

Travel Expense Reimbursement Requirements:

  • Pre-Approval: ALL Employees must have unit, department, or college approval for travel.
  • Authorization: A “Spend Authorization” should be created in advance in Workday with the pre-approval form attached.
  • Reimbursement Request: Travel Spend Authorization & Reimbursement Request (login required)

Frequent travelers or those responsible for frequent travelers should enroll in the “Travel Policies and Procedures” training and the “WD Hands-On Training” available through the Travel Office. For detailed information about those offerings visit the Travel Services web page.

Non-Travel Related Expense Reports:

  • Purpose: Used for reimbursement of select goods or services purchased for UW business.
  • Reimbursement Request: Non-Travel Reimbursement Request (login required)

Reimbursement and Payment to NON-UW Employees

Miscellaneous Payments are the Workday tool used to reimburse or  make one-time payments to Non-UW employees who are US Citizens, Resident Aliens, and Nonresident Aliens.

Note: If a reimbursement/payment is to be made to a company/entity rather than an individual, they must be paid as a UW Supplier.  Email be-finance@uw.edu for assistance.

Best Practices for Collecting Personally Identifiable Information:

PII refers to any data that could potentially identify an individual. This includes a wide range of information such as:

  • Full name
  • Social security number
  • Passport number
  • Email address
  • Physical address
  • Phone number
  • Date of birth
  • Financial information

The protection of PII is critical to prevent identity theft, privacy invasions, and other forms of misuse. Employees of the university are required to adhere to strict regulations and policies to safeguard PII and ensure it is handled responsibly.

  • Form W-9:
    • Request a completed Form W-9 from payees that are US residents or those with an SSN.
    • Have it sent directly to the Finance and Administration office at be-finance@uw.edu.
    • Note: Each social security number is manually checked against the IRS database for accuracy by UW’s central finance offices. This step can take up to 15 business days.
  • Social Security Numbers:
    • Do not include social security numbers in any Workday business process. These are for internal CBE use only.
  • Form W-8BEN:
    • Request a completed Form W-8BEN from Foreign National payees.
    • Have it sent directly to the Finance and Administration office at be-finance@uw.edu.
    • Note: Each tax identification number is manually checked for accuracy by UW’s central finance offices. This step can take up to 15 business days.
  • Payment Method:
    • ACH payments are recommended for payees who live in the United States.
    • Request a completed CBE Wire Information Form.
    • Have it sent directly to the Finance and Administration office at be-finance@uw.edu, along with the Form W-9 or Form W-8BEN

Miscellaneous Payments May Include:

  • Awards / Prizes
  • Honoraria
  • Non-UW Employee Travel Reimbursement
    • Review: Travel Services web page for guidance on travel policy and related questions.
    • Pre-Approval: ALL travelers must have unit, department, or college approval for travel.
    • Required: Attach a completed Non-Employee Travel Form to the request.
  • Non-UW Scholarships
  • Research Subjects
  • Royalties

Travel Reimbursement, Non-Travel Reimbursement, or Miscellaneous Payments:

Service Agreements

A Service Agreement is used when the faculty and staff of the CBE provide services to a customer. These services can include:

  • Scientific testing
  • Training
  • Program evaluation
  • Curation services
  • Conference hosting
  • Consultation
  • Field testing
  • Presentation
  • Technical assistance
  • Other non-sponsored activities or academic services

This agreement outlines the terms and conditions under which these services will be delivered.

Not sure if a Service Agreement is the right route for your project?  Check here.

Service Agreements

CBE Service Agreement Package Templates & Forms:

Next Steps:
Once your package is complete, please return all forms to be-finance@uw.edu as soon as possible to initiate the approval process.

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