NOTE: This page is for non-travel reimbursements only. Examples include food, software, classroom materials, event supplies, etc.

On this page

• Before you request a reimbursement
• Requesting a reimbursement
• Examples of reimbursement types

All non-travel reimbursements will be processed by the College of the Environment’s eFAST team using the TREQ system.

Submit a Non-Travel Reimbursement Request in TREQ

Before you request a reimbursement

Email to determine the best purchase method. Purchasing out-of-pocket is the last resort after all procurement methods have been exhausted.

Reimbursements, when all of the appropriate information has been collected, can take up to 10 business days to be processed. Approval/s and final processing may take additional time, so requesting your reimbursement in a timely manner is recommended.

All Requesters should refer to the Procurements Reimbursement page for items that are not allowed to be reimbursed through an expense report.

60 Day Reimbursement Policy (UW)

UW is adopting Rule 2 of the IRS Accountable Plan (also referenced in SAAM 10.80.70b). Under this policy, travel expenses must be substantiated within a “reasonable period”, defined as 60 days from the last day of travel, or for non-travel expenses within 60 days from the date of purchase. If expenses are not submitted within 60 days, the reimbursement will be treated as taxable income and processed through payroll, with applicable taxes.

To account for processing times and potential delays, it is recommended that all reimbursement requests be submitted to the College of the Environment’s eFAST team 30 days after the purchase date or end of your travel status.

Requesting a reimbursement

We recommend watching the “How to submit a non-travel reimbursement request in TREQ” training video prior to submitting your first TREQ ticket.

Request a reimbursement by submitting a Non-Travel Reimbursement Request in TREQ. A guide and instructions for how to do so can be found within the ticket request window.

For non-travel reimbursements, you will need:

• Itemized receipt(s) for all items
• Business purpose
• Confirmation of goods/services received – delivered items require copy of packing slip or email confirming date + receipt of all items
• Budget Worktag(s) (minimum Cost Center and Resource tag needed)
• Award letter (if applicable, e.g., student award, College/Graduate School travel award, etc.) 
• Approval PI/Budget Administrator – TREQ will automatically email this person after creating the request.

For submitting a ticket on behalf of a non-UW employee, you will also need to provide the following for a check reimbursement:

• Contact information:
  • Full Legal Name
  • Mailing Address (for check)
  • Phone Number
  • Email Address
  • I-94 and Passport if Foreign National (collected by ESS during processing)

Note: Foreign Nationals living outside of the US will require a wire transfer of funds (wire form).

Note: See here for required documentation needed for Foreign Nationals

Examples of reimbursement types

Required documentation and approvals required:

Travel reimbursements

UW has policies that need to be followed specifically related to travel, please see the Travel Resources page for best practices and required documentation. Contact for any questions.