Reimbursement Request

Reimbursement checks, once approved by the Rec Clubs Office and submitted to UW Accounts Payable, will be sent directly to the Rec Clubs Office.

Student Club officers will be contacted once the check(s) arrive, and will coordinate with the Rec Clubs Office a day and time to pick-up. Checks can be picked up at the IMA Front Desk during operation hours.

Receipt/Reimbusement Expense Specifics

Gas Receipts: must include the name of the gas station/buisness, date of the transation, and total amount of the expense. Must be a receipt issued from a gas station.

Flights/Airfare: receipt must include name of traveler, dates of flight, and total amount. Photo of the actual ticket is NOT a receipt.

Lodging/Hotel/Airbnb Receipts: reimbusement for lodging should not be submitted until the event has concluded (post event). Documentation should be the final receipt (not inital invoice or quote), should show the dates stayed, taxes, and the total amount. A list of individulas who stayed/benefited from the lodging should be provided. Lodging is paid per diem.

Food during Away Trips: must submit a list of all club members who ate the food during the trip. Meals are paid per diem. Receipt must have the vendor, date, and food details.

Food During Hosted Events: club must have approval from the rec clubs office. Club should complete the University's Food and Beverage Form and submit to the rec clubs office.

Equipment/Supplies: club should contact Rec Clubs manager before purchasing equipment and supplies to ensure funds and/or storage facilities are available.

Club:*

Name of requesting officer:*

First NameLast Name

Email of requesting officer:*

example@example.com

Name of individual to be reimbursed:*

First NameLast Name

Email of individual to be reimbursed :*

example@example.com

The individual being reimbursed is a:*

Is the Non UW Person a US Citizen or has a green card? *

Is the individual being reimbursed claiming expenses on behalf of other individuals? *

Please list the name(s) of the individual(s) who paid for expenses and are not directly being reimbursed through this process. *

Reimbursement Type*

Total Amount ($)*

Detailed expense description*

Purpose of Away Trip*

Location of Away Trip*

Dates of Away Trip*

List of individual(s) who ate the food related to this expense during the away trip*

List of individual(s) who stayed/benefited from the lodging:*

Starting Location*

Example: Seattle, WA

Destination Location*

Example: Corvallis, OR

Total Miles Round Trip*

Example: 512 miles round trip from Seattle to Corvallis

Attach a screen shot of a google map of the trip.*

Browse Files

Please show starting location and destination location within the map.

Clubs can reimbursed gas expenses using either the total paid in gas or total mileage round trip. Mileage is paid out at the applicable mileage rate which is set at $0.625 per mile. The total reimbursed using the mileage rate is usually higher than gas station recipts (total round trip mile x mileage rate = total to reimburse). Please select how you would like to reimburse the gas travel expense.

You can learn more about the mileage rate here.

How would you like to reimburse the gas expense?*

Total paid via gas station receipt (must attach receipts below)Total mileage round trip (receipts are not needed for this option)

Was equipment approved by the Rec Clubs Manager before purchase?*

YesNo

Receipt Attachment

Upload a File

Must be an official receipt. Screen shot of a bank statement or an invoice is NOT a receipt. If submitting multiple receipts you can paste them into a word doc and upload the document as the attachment.

Additional attachment

Upload a File