All expenses MUST be pre-approved by the finance team prior to purchase.
Always check in with Ariel first. Ariel serves as the liaison between residents and the finance team. This information and the linked documents update frequently, so please make sure that you reference this page with each new expense.
**For Rural Track-specific expenses, please work with Alison Klein
**For Global Health-specific expenses, please work with Megan Tickner-Young
Expense Delegation
Once the purchase has been approved and the cost has been incurred, the finance team will process your expense in Oracle. Before they can do this, they need to be 'delegated'. Follow these instructions for completing this step. This must be done promptly to avoid delaying your reimbursement. This only needs to be completed once at the beginning of residency.
Pre-Approval Form
A completed pre-approval form is the first step to requesting approval for an expense. Please complete the form with the details noted below and send it to Ariel. Ariel will review and send to finance if the request is appropriate.
Per finance requirements, the following items must be detailed in your pre-approval. Please do not use acronyms; this is an Audit requirement.
Who:
What:
Where:
When:
Why it benefits the university / UW-Health and why it benefits you.
Pre-approval form found here
Education Funds Policy
**Also located in the 'Policies and Procedures' folder in the Google Drive
Conference Travel Process
Begin this process once you've received notification that your abstract, poster, presentation, etc., is approved.
It is imperative that you follow this process document step-by-step in order to receive your money. The UW Health audit team is extremely specific in the types of documentation they require. If you do not follow this process, you risk not being reimbursed.
Process document found here
Reimbursement Window
Per the GME: For reimbursements to be considered non-taxable income, one of the requirements is that requests must be submitted within 90 days of when the expense was incurred. Additionally, all reimbursement requests must be resubmitted within 90 days of being sent back for revision.” The IRS defines the 90-day window for submission as counting from the date the expense was incurred to the date that the final submission with all required documentation and any needed corrections are made. Thus, when a person gives their items to a delegate for submission, that date is not the submission. If additions or edits are needed, those too must be finalized before the end of the 90-day window. If not, the recipient’s reimbursement must be taxed per the IRS rules.
Receipts: UW Health has a strict policy governing required documentation. Therefore, please make sure that the receipts you submit have your name and the last 4 digits of the credit card used. If they are missing this information or you are unsure about if the receipt meets the requirements, please also attach a screenshot of your credit card statement/portal showing the charge. The credit card statement will need to include the name of the cardholder, date of transaction, last four digits of the credit card and the description of the expense. You can redact any other information that you don’t want visible.
If you submit your receipt right away, you can generally expect to receive your reimbursement about 2 months later.
UW Health Policy
Here is the link to the official Travel and Other Expense Reimbursement Policy