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)

Effective July 1, 2026, in accordance with the IRS Accountable Plan (also referenced in SAAM 10.80.70b), late reimbursements will be treated as taxable income, and the reimbursement will be processed through payroll to ensure the applicable payroll withholding taxes are applied from the employee’s next semi-monthly earnings (paycheck on the 10th or 25th, whichever is next).

Reimbursement requests must be fully submitted and approved in TREQ, processed by eFAST, and fully approved in Workday within 60 (calendar) days of the last day of travel or the purchase date for non-travel expenses. Requests that are submitted but not fully approved through all required TREQ and Workday approval workflows within this timeframe are considered late.

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.

• Note: While the UW’s 60-day policy requires reimbursements be submitted within 60 days, the College has adopted a stricter policy to ensure compliance.
• When does the clock start?
  • Travel: clock starts the day after you return (i.e., you return on the 15th, the clock starts on the 16th).
  • Non-travel: clock starts one day after receipt of payment.
• Allowable exceptions: Exceptions may be granted under the following circumstances, with required documentation:
  • Approved extended leave of absence
    • Documentation: Department confirmation of extended leave
  • Business travel status exceeding 60 consecutive days
    • Documentation: Trip preapproval and proof of continuous travel

Please use the eFAST 60-Day Reimbursement Appeal Form if you are submitting a reimbursement past the 60-Day deadline.

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.