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.
45-Day Expenditure Submission
To support timely and accurate financial reporting across CBE, we’ve formalized our 45-Day EXPENDITURE SUBMISSION GUIDANCE. This guidance applies to all non-travel and travel-related expenses, as well as sponsored research expenditures.
What You Need to Know:
All purchases, reimbursements, payroll entries, and procurement transactions must be submitted within 45 days of the transaction date.
Travel costs must be submitted within 45 days of returning from travel. However, many prepaid expenses can be submitted PRIOR to travel, including airfare, conference fees, and prepaid lodging. We urge you to submit expenses as soon as possible from the date of purchase to avoid unintended tax consequences.
Grant-related expenses must be recorded in compliance with sponsor timelines. Delays may jeopardize funding or trigger audit concerns.
Units are expected to track compliance and conduct regular reviews to avoid late postings.
Late submissions may result in budget holds, denied reimbursements, or reassignment to discretionary budgets. This guidance ensures CBE remains compliant with university and federal requirements, while enabling more accurate budget forecasting.
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.
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:
- Invoice Payment: General Finance Help Request
- ProCard Services: Credit Card Services
- To apply for a new ProCard or CTA card, or request a one-time or temporary credit limit increase.
- Purchasing from a UW Supplier: Purchase Request
- Service Agreements: General Finance Help Request
- Supplier Creation or Maintenance: Supplier Request Form
Faculty and staff with a reasonable business need may be eligible for a UW Procurement Card, also known as a ProCard. Eligibility is determined by the CBE FAO based on business need and operational requirements.
This office is responsible for overall ProCard administration within CBE. This includes card issuance, monitoring for appropriate use, compliance oversight, account management, and card termination/closure when needed.
A ProCard is intended for approved University business purchases and must be used in accordance with UW and CBE requirements. Cardholders are expected to follow all applicable purchasing, documentation, and reconciliation procedures.
For additional details on cardholder expectations and administrative responsibilities, please refer to the CBE Procurement Card Roles & Responsibilities policy.
Travel
For further guidance, consult the CBE FAO or refer to UNIVERSITY TRAVEL POLICIES.
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.
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:
- Reimbursement Request: Non-Employee Payment Request
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. For more information refer to the: CBE Service Agreements Policy.
Not sure if a Service Agreement is the right route for your project? Check here.
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
- CBE Missing Receipt Declaration Form
- CBE Student Travel & Reimbursement Guidelines
- CBE Travel Approval Request Form
- CBE Wire Information Form
- IRS Form W-8BEN
- IRS Form W-9
- Non-Employee Travel Form
- UW 1007 – Foreign National Payment Data Sheet
- UW 1460 – Outside Work for Compensation
- UW 1631 – Honoraria Checklist for Invited Guest Speakers
- UW 1632 – Employee vs. Independent Contractor Classification Checklist
- UW 1798 – Food and Beverage Form
- UW Standardized Sole Source Justification Form
- Other Frequently Used 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