Finance Procurement Guidelines

Welcome to the Finance Procurement Guidelines page! Below, you’ll find important information on financial processes. Click on each section to expand details. *Please note UW policies may be updated at any time. Please check back regularly to ensure you have the most current information.

📌 TREQ (Travel & Expense Request System)

TREQ is our internal system for tracking and approving purchases, reimbursements, and travel-related expenses. All purchases must be processed through TREQ, and certain purchases require pre-approval before proceeding.

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About TREQ

TREQ (Travel & Requisitions) is the UW College of Education’s system for tracking and managing requests requiring review, approval, and action by the Fiscal Office. Faculty and staff use TREQ to:

Ensure proper review and approval of transactions.
Follow policy, ensure accurate accounting, and expedite reimbursements.
Provide visibility into request statuses, so users and the Fiscal Office have a clear record of outstanding requests.

Projects and Orders

TREQ organizes requests using Projects and Orders:

Project: Represents a task or event with a specific purpose, like a trip, recruiting event, or faculty retreat.
Order: Each Project includes one or more Orders, which require review and approval. For instance, a trip (Project) may have both a Pre-Authorization (Order) and a later Reimbursement Request (Order).

This structure reduces data entry and allows for easier tracking of related requests. For access to this system or help with TREQ see resources below.

Need Access to TREQ?

Request it here!

TREQ User Guides - Updates Coming Soon!

Basic | Entering Pre Travel | Travel Reimbursement (Using Travel Pre-Authorization Submission)

TREQ Video Tutorials

Making A Purchase

Pre Travel Authorization

Travel Reimbursement (No Pre Authorization)

Travel Reimbursement (Using Pre Authorization)

Need More Help?

If you would like further help with TREQ, feel free to book a time with us here.

You can also email edfiscal@uw.edu

💰 Reimbursements

Reimbursements are for travel and non-travel expenses made on behalf of UW business. Both UW individuals and non-UW individuals who have incurred these expenses are eligible for reimbursement.

Examples of reimbursable expenses for Non-UW individuals include travel costs for guest speakers coming to UW or purchasing items for a presentation.
Examples of reimbursable expenses for UW individuals include faculty purchasing books for a course, staff purchasing supplies for the office, and students traveling to present at a conference.

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Non-Travel Expenses Reimbursement

To be reimbursed for non-travel expenses, please submit an “Other Reimbursement” in TREQ.

Please provide itemized receipts that show proof of payment.
- Receipts must be itemized to clearly show what was purchased. For instance, if a meal is being reimbursed, include the itemized receipt detailing the food and beverages purchased during that meal. See example:

Itemized Receipt Reminder » Travel Services | Blog Archive | Boston University

For deliverable items, please include proof of delivery. Packing slips are no longer required. Instead, a “All Items Received” task will be added to your TREQ. Please complete this task once all items have been received.
General Guidelines for Non-Travel Expenses:
- Non-Reimbursable Items: Prior to making purchases, it is recommended to first confirm with edfiscal@uw.edu or your budget manager if the purchase is allowable. For a non-comprehensive list of non-reimbursable items, please see here.

Travel Expenses Reimbursement

To be reimbursed for travel expenses, please submit a “Travel Reimbursement” in TREQ.

All travel reimbursements must have a “Travel Pre-Authorization” made prior to travel occurring. For guidance on how to do this, please see our helpful resources above. You can also book a time with us here.

Please provide itemized receipts that show proof of payment. Examples include mileage logs & maps, hotel folios, receipts for ride shares, car rentals, flights, etc.
- For details on travel policies, please visit the UW Travel Services website. The College of Education follows the Travel Services office rules and has few special restrictions. Please be aware of the basic travel policies and procedures UW Travel sets in place before traveling.

General Guidelines for Travel Expenses:

Per Diem: Please know the per diem rates for the city you will be visiting and work to stay within those rates. Exceptions to lodging per diem can be found here.
Personal Time: If you have personal time during travel, please provide comparison airfare prior to the trip. UW will reimburse the lowest cost. CTA cannot be used when personal time is included in the travel dates.
Booking Sites: Please keep in mind that sites like Kayak, Booking.com, or Expedia do not provide itemized receipts for package deals that meet UW standards. It is recommended that you book your travel directly with the hotel or airline and avoid booking package deals. If an itemized receipt or folio cannot be provided, reimbursement is not guaranteed.
Travel Insurance: UW provides all travelers with insurance. Please do not purchase additional insurance, as this is not reimbursable. For more information on what is covered by UW, please see here.
Non-Reimbursable Items: Prior to travel, it is recommended to first confirm with edfiscal or your budget manager if a purchase is allowable. For a non-comprehensive list of non-reimbursable items, please see here.

For additional information regarding travel, please visit the COE Travel Guidelines page.

🧑‍🔬 Research Subject Payments

Research projects involving human subjects often provide small payments to participants for recruitment or involvement. At UW, there are specific payment options available, and it’s crucial to adhere to the guidelines. Review the process thoroughly before beginning your research planning.

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Basic RSP Rules

Please refer to the Research Subject Payments Guidance when managing payments for research participants.
Individuals who are paid $600 or more for the calendar year will be issued a 1099-MISC form
It's important to track ALL payment information, regardless of the amount. Please use this link to access the COE Gift Card and RSP Log.
The maximum amount that can be loaded onto a Tango Card is $2000, while the maximum amount for a Bank Card is $1500.

Payment Options

Bank Cards

Bank Cards are One-Time loaded Visa prepaid card
They have a minimum of $10 and a maximum of $1500
There is an inactivity fee of $3 per month of nonuse till expiration
Total processing time: Approximately 15-24 days
Important Note: Bank card processing is currently experiencing significant delays and may take up to 30 days to complete. Once the cards are ready, we’ll notify you for pick-up. Please note that campus mail does not provide tracking; once we place the order, we are unable to monitor its status. For pick-up, kindly let us know at least 24 hours in advance of your arrival.

Tango Cards

These are email gift cards that require internet access for redemption.
Participants can choose from a selection of vendors to redeem the reward link.
Max $2000
Cancellation Fee: $25-$250 per card
Processing Time: 7-14 days
Important Note: You will receive an email from Tango with a link to an Excel spreadsheet that has the reward links. Please send the links to your participants in a timely manner, as the link to access the Excel spreadsheet expires one week after it was sent. If you miss this deadline, please email Tango requesting a new link.

For more information, please visit the UW Procurement – Research Subject page.

🛒Purchasing

If you need us to make a purchase on your behalf, please submit a "Make a Purchase" request through TREQ. For invoice payments, use the "Pay an Invoice" option in TREQ. Be sure to attach all required documents, such as product links, quotes, itemized invoices, and delivery addresses. Providing detailed information about the items or materials needed and the desired delivery date is essential. This helps the fiscal office process your request efficiently, ensuring you receive the items on time.

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ProCard Allowable Purchases & Basic Rules

The UW Procurement Card is a physical Visa purchasing card for designated faculty and staff.

Allowable Purchases: Technology Equipment & Services, Event Services, Food & Beverage, General Goods & Services, etc.

Examples of allowable and unallowable expenditures

Basic ProCard Rules:

Purchases must be for UW Business ONLY
We CAN NOT SPLIT purchases to bypass the single transaction limit OR direct buy limit
Purchases should ONLY be delivered to a department or business location address
Large purchases require Central Purchasing approval PRIOR to submitting a transaction limit increase. Request a Card Limit Increase through the UW Connect Card Services Form.
Purchasing Limits: Single Transaction - $4,999; Monthly Transaction - $40,000
Card Security and Usage:
- Keep ProCard details confidential; it should only be used by the designated cardholder.
- Sharing or lending the card to others is prohibited.
- Do not write down or share your ProCard number; avoid giving it to merchants to "keep on file" to reduce the risk of fraud.
The Suspension/Closure Policy will be used by Card Services:
- Personal purchases on UW cards are strictly prohibited. Any personal charges can lead to suspension or closure of the card.
- Transactions that are unverified for two fiscal months will result in suspension to allow catch-up on verifications.

For additional information on ProCard processes and policies, please visit the Procurement Services ProCard page.

Non-Fiscal ProCard Holder Guidelines

A weekly report is sent to ProCard holders to remind them of their outstanding charges
Non-Fiscal ProCard holders will create TREQs and upload supporting documents for each transaction on a weekly basis
Budget Managers review the charges for allowability, allocability, and reasonableness. Once approved, the TREQ is assigned to the ProCard Reviewer
ProCard Reviewers verify the charges in Workday and attach all the supporting documentation to the charges
The ProCard verification routes for approval!

For a detailed process and rules, please see the Non-Fiscal ProCard Holder SOP (coming soon).

For additional information on ProCard processes and policies, please visit the Procurement Services ProCard page.

Catalog Ordering

Catalog purchases utilize UW Contracts for established pricing, terms, and discounts, providing the best overall value to customers. Ordering through catalogs in Workday is the fastest and most recommended method for purchasing goods at the UW.

List of Available Catalogs

Blanket Purchase Order (BPO) / UW Contracts

BPOs or UW Contracts streamline recurring purchases of goods or services over a set period, ensuring efficiency and compliance with UW procurement policies.

Rules to keep in mind:

Authorized Signatures: Only designated individuals within UW Procurement Services are authorized to sign procurement contracts. Employees should not sign contracts independently.
Competitive Bidding: Purchases over $10,000 may require prior approval by UW Procurement Services. Purchases over $100,000 require assistance from UW Procurement Services. Before making these purchases, contact your budget manager
Work Cannot Begin Without an Executed Contract: Work, services, or delivery of goods must not begin until the BPO, or contract has been fully executed and approved in Workday.

For information and guidance, please reach out to your budget manager.

Supplier Invoice Request

A Supplier Invoice Request is an online tool in Workday used to make a payment to a supplier when a PO is not required, and the invoice is under the Direct Buy Limit.
Suppliers must be registered with the UW.
For information, please visit: Supplier Invoice Request

Direct Buy Limit – Purchases Over $10,000

Before making any purchases or committing funds to a vendor for amounts exceeding $9,999, please contact the Finance Office, as Central approval is required. We will assist you in determining the necessary documentation and next steps to ensure compliance.

🎤 Honorarium

Honorariums are one-time payments given to individuals who are not University of Washington (UW) employees for services that do not traditionally require payment. These services include activities like guest speaking, conducting workshops, giving addresses, or participating in colloquiums or panels. Please note that UW employees are not eligible to receive honorariums.

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Required Documentation

DocuSign/PowerForm (sent by the finance office): The DocuSign will ask for the following details:

Mailing address
Legal name
SSN
Citizenship status

Letter of invitation (Recommended)

Can be an email or formal invitation

Key Guidelines for Honorariums:

Check Eligibility: Confirm that the individual is eligible to receive an honorarium based on their status as a non-UW employee and the nature of the service provided.
Foreign National Payments: If you are making a payment to a foreign national, please check our page on Payments to Foreign Nationals for more information.
Prepare Documentation: Gather necessary details for submission, such as:
- Letter of Invitation: Please provide an email invitation (template coming soon).
- Name and contact information of the individual.
- Description of the service they provided.
- Amount to be paid (within budget limits).
Prepare Your Payee: Before the payee’s service, inform them that they will receive an email from our finance office to complete a DocuSign form.
- DocuSign Form: The form will request their mailing address, legal name, SSN, and citizenship status, all of which are necessary to process Honorarium payments in Workday.
- This information is used by Central Office for a TIN match to verify the correct person is being paid. If there’s an issue with their legal name or SSN, the Workday order will be sent back, and we will reach out to the payee to reconfirm their details.
Important Notes:
- Do not send SSNs via email or upload them to TREQ folders.
- DocuSign forms with this information will be stored for up to one year, unless the payee requests otherwise.
- If we don’t receive a response after two attempts, the payment will be paused until the correct information is provided.

📝 Service Payments

Service payments are for compensating individuals outside of the University of Washington for personal services that are either legally or traditionally required to be paid for.

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Required Documentation

To process these payments, the following documentation is necessary:

COE Statement of Work
Vendor’s Invoice
DocuSign (to be initiated by the Fiscal Office)

Examples of Service Payments

Typical services eligible for payment include, but are not limited to:

Consulting, Design Work, Analysis, Editing/Reviewing, or Strategic Planning

Payment Terms & Statement of Work

The standard payment terms at UW require payment within 30 days from the receipt date of a correctly completed invoice or goods, whichever occurs later.

For more details, please refer to the UW General Terms and Conditions page.

Individuals are not authorized to sign Statements of Work, Contracts, or Payment Terms on behalf of the College. If a signature is required, please contact edfiscal@uw.edu. We will review the documentation to determine whether it can be signed by the Assistant Dean for Finance and Administration or if it needs to be sent to Central for further review.

Direct Buy Limit – Purchases Over $10,000

🌍 Payments to Foreign Nationals

A Foreign National is an individual who is a citizen of a country other than the United States. According to University of Washington policy and IRS regulations, foreign nationals have restrictions on the types of income they can receive. Payments to foreign nationals are generally subject to taxation unless exempt under a specific IRS provision or an applicable tax treaty. Before engaging with a foreign national for services or payments, consult the finance team to ensure all regulatory requirements are met. Keep in mind that not all visa types are allowed payment, so understanding the visa's specific terms is essential for UW compliance.

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Eligibility for Payment

Verify that the individual is legally eligible to receive payments based on their visa type and work authorization. Certain visas may restrict the type or source of income they can accept.For more detailed information on eligibility, please visit the Global Operations Support site.

Documentation Requirements

Required documents are dependent on the type of payment being made. Please reference the checklist corresponding to the payment type:

Honorarium (downloadable PDF checklist coming soon)
Services (downloadable PDF checklist coming soon)
Travel Reimbursement (downloadable PDF checklist coming soon)
Research Subject Payments (downloadable PDF checklist coming soon)

Collect appropriate tax forms (e.g., Form W-8BEN or Form 8233) before making payments.

Ensure copies of their visa, passport, and I-94 form are on file, as these documents are essential for compliance.

Payment Restrictions

Some types of payments, such as scholarships or honorariums, have specific rules and may require additional approvals or reviews.

Processing Time

Payments to foreign nationals often require additional steps and reviews, so plan for longer processing times.

Compliance with IRS and UW Policies

All payments must comply with IRS regulations and University of Washington policies to avoid penalties or delays.

For more information, please visit the UW Global Support site.

Tax Withholding

In most cases, tax withholding is required unless an exemption applies. The withholding rate depends on the type of payment and the recipient’s tax status.

The standard taxation rate for payments to foreign accounts is 30%.
For example, if you want to pay a Foreign National $300 for a guest speaker, the actual amount charged to your budget will be $300 x 1.3 = $390. Therefore, please plan payments accordingly.
For information, please visit: Tax Withholding

For more information, please visit the UW Global Support site.

Last Updated: 2/24/2025