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Funding & Fellowships

Reimbursement

During your time at the Allen School, you will likely need to follow the reimbursement process. This might be for Community Building Funds, travel grants, meet-and-eats, new grad orientation leaders, or any other number of things. Here’s how you do it:

  1. Create a new Google Drive folder and share it with anyone that has the link. This allows any member of the reimbursement team to process your request more quickly.
  2. Save each receipt separately as a PDF in the folder, following this naming convention:
    [First & last name of person who paid] – [vendor] – [date of event as MM-DD-YY].pdf
    e.g, Joe Eckert – Guanaco’s Tacos – 01-04-22.pdf
    Reminder: Only the person who paid can be reimbursed.
    • List of items purchased
    • Vendor name
    • Date of purchase
    • Proof of payment via debit or credit card (don’t use cash!)
    • Receipts that do not display the last 4 numbers of your credit card are not valid.
  3. Send an email to Joe Eckert (jeckert1@cs) and include the following information:
    • This subject line: [First name] [Last Name] – [Name of Event] – [DD/MM/YY]
    • In the body of the email:
      • Date of Event
      • Vendor Name
      • Total sum to be reimbursed.
      • A link to the folder with the itemized receipt(s), showing payment details.
      • A list of all event attendees with UW NetIDs
  • Meals are limited to per diem costs set by the state of Washington. For 2024-25 in Seattle, WA: $23.92 for breakfast, $26.68 for lunch, and $41.40 per person for dinner, including tax and tip.
  • Mentor/mentee budgets can not “roll over” the budget into the following month. These monthly budgets fall under a “use it or lose it” policy. (Mentor/mentee budgets paused Spring 2025)
  • We are unable to reimburse for travel paid by “Uber Cash” or other rewards programs.
  • We are unable to reimburse expenses paid for using Venmo or other mobile payment systems. There is not a substantial audit trail and we are not able to fully verify the expense as always being solely from traveler personal funds with no rewards programs
  • We can not reimburse upgrade costs for Uber/Lyft “priority pickup,” “Uber Comfort,” or similar. The UW states on its finance website: Any upgrades purchased for personal convenience are not reimbursable.
  • We are unable to subsidize parking costs for Community Building Events.