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Reimbursement and Invoice Processing Form
This form is for UW faculty, staff, and students to request reimbursement or an invoice payment related to a Simpson Center project. If you are a visitor to the UW, see our
reimbursement form for visitors.
Please note: Our current processing time to review and submit reimbursements is 5-7 business days. This may take longer if we need additional information from you. After the Simpson Center processes your request, it is reviewed and approved by the College of Arts & Sciences Administrative Support Team (AST). AST’s
processing times
vary, and we are unable to expedite requests. If you submit a travel reimbursement, AST will contact you to sign an attestation; their communications regarding travel will come from
teamcas@
uw.
edu
.
Name
Email
Simpson Center Funding or Fellowship Category
List of Funding and Fellowship Categories
Society of Scholars (SoS)
Summer Society of Scholars
Digital Humanities Summer Fellowship (DHSF)
Graduate Research Cluster (GRC)
Faculty Reading Group
Second Book Fellowship
Collaborative Project
Co-Sponsored Project or Event
I would like to
Request travel reimbursement
Request purchase reimbursement
Request a payment to a person or company
Traveler is
UW Faculty/Staff
UW Student
Non-UW
Non-UW Traveler?
If the traveler is unaffiliated with UW and you have not already discussed these travel arrangements with the Simpson Center,
please contact us before proceeding.
Travel destination is
Domestic
International
By checking this box, I confirm that I have registered my trip with the Office of Global Affairs.
What is this?
In accordance with UW
foreign travel policy
, all international trips must be registered with the
Office of Global Affairs
. This is required for all UW students, faculty, and staff.
Please register your trip here.
You must register your trip with the Office of Global Affairs
before
seeking reimbursement from the Simpson Center. Proof of registration is required to complete this form.
Business Location of Travel
Business Purpose of Travel
Travel Start Date and Time
Travel Start Date and Time: Date
Travel Start Date and Time: Time
Travel End Date and Time
Travel End Date and Time: Date
Travel End Date and Time: Time
Was Personal Time Taken?
Yes
No
Date and Time Personal Travel Began
Date and Time Personal Travel Began: Date
Date and Time Personal Travel Began: Time
Date and Time Personal Travel Ended
Date and Time Personal Travel Ended: Date
Date and Time Personal Travel Ended: Time
Location of Personal Time
Itemized Amounts
Airfare
($ dollar amount)
Lodging
($ dollar amount)
Meals
($ dollar amount)
Auto Rental
($ dollar amount)
Conference Registration
($ dollar amount)
Ground Transportation
($ dollar amount)
Fixed Rate Taxi Reimbursement
($75 for one trip between airport & hotel, $150 for two rides, no receipt required)
Mileage
($ dollar amount)
Parking
($ dollar amount)
Other
($ dollar amount)
Business Purpose of Purchases
Is food or alcohol included in this reimbursement?
Yes
No
Names of Attendees or Invitees
Why do we need this?
When reimbursing food or alcohol, UW Procurement requires a list of names of all those who attended the event where food or alcohol was served. This ensures that the reimbursement cost is not over the individual per diem limit.
For additional details, please see
UW Finance's guidelines
on food approval.
Payee Name
Payee Email
Payee Is
Non-UW Individual
Company
Important Note
Companies not registered as UW vendors in Ariba
must
be onboarded before receiving payment. The expected lead time for the
UW supplier registration process
is 6 weeks. Please contact Kalia Walker,
schadmin@uw.edu
,
if you are requesting payment to a company and have questions about this process.
Business Purpose of Service
Dates of Service
When will UW issue payment?
Payment will not be issued until
after the last date of service.
Payments to individuals will be made via check. After confirming they are a registered UW supplier, companies will be paid electronically in Ariba.
Total Amount Requested
($ dollar amount)
Supplemental Information
What to enter in "Supplemental Information"
This section may be used to describe how this particular purchase will be used within the context of your research project, event, or travel.
Attach Invoice(s)
Please attach up to no more than three receipts. Please
combine
receipts into a PDF if you have more than three. The UW has a file size limit and you may need to reduce (see instructions on how to
compress
) file size if a file is over the limit.
Upload
Upload requirements
One file only.
100 MB limit.
Allowed types:
pdf, doc, docx, xls, xlsx
.
International Travel Registration
In accordance with UW
foreign travel policy
, all international trips must be registered with the
Office of Global Affairs
.
Please register your trip here.
You must register your trip with the Office of Global Affairs
before
seeking reimbursement from the Simpson Center.
Upload
Upload requirements
One file only.
100 MB limit.
Allowed types:
pdf, doc, docx, xls, xlsx
.
Attach Receipt(s)
Please attach up to no more than three receipts. Please
combine
receipts into a PDF if you have more than three. The UW has a file size limit and you may need to reduce (see instructions on how to
compress
) file size if a file is over the limit.
Upload
Upload requirements
One file only.
100 MB limit.
Allowed types:
pdf, doc, docx, xls, xlsx
.
Attachment 2
Upload
Upload requirements
One file only.
100 MB limit.
Allowed types:
pdf, doc, docx, xls, xlsx
.
Attachment 3
Upload
Upload requirements
One file only.
100 MB limit.
Allowed types:
pdf, doc, docx, xls, xlsx
.
All reimbursements must be submitted within 90 days of purchase. By checking this box, you are confirming that all submitted receipts are from the the last 90 days, but not prior to the start of this fiscal year (July 1, 2022). This is a new policy related to the UW Financial Transformation.
Once reimbursed, all equipment (ex. cameras, laptops, tablets, etc.) purchased using UW funds becomes the property of the university and needs to be returned to the Simpson Center upon your separation from the UW. By checking this box, you are confirming that you agree to this policy.
Questions? Please contact us at
schadmin@uw.edu
or 206.543.3920.
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