Purchasing/Supplies

IMPORTANT: Students cannot be reimbursed for purchases!  Follow the instructions below - do not spend your own money on supplies.  We are required to pay for all purchases using a departmental credit card.

Supply Orders:

(SEATTLE) For information on Seattle Supply Orders go to this LINK.

(OTHER SITES) Please send website links and quantities to the Service Learning Team at somserve@uw.edu, as well as the address where supplies need to be delivered. When the supplies arrive, send a signed/dated photo of the packing slip(s) to the Service Learning Team at somserve@uw.edu.

Food Orders:

• Contact the Service Learning Team at somserve@uw.edu to discuss the order.
• Place an order with a restaurant. 
• A few business days prior to payment the following documents must be submitted to somserve@uw.edu: 
  • An invoice that includes an itemized list of purchases, a date, and location
  • A list of invitees -  Please use this FORM.
• The invoice will be paid either the day before, or the day of the event (unless otherwise indicated).
• When you pick up the food (or have it delivered) , send a photo of  the original receipt IMMEDIATELY to the Service Learning Team at somserve@uw.edu. 

Alcohol is not reimbursable. 

Gifts: contact the Service Learning Team at somserve@uw.edu prior to purchase, to confirm that the expense is reimbursable.

Mileage/Travel Reimbursement:

Travel:

University policy requires students to set up a travel account and purchase airline tickets and make hotel reservations through the University Travel Agent.  Contact the Service Learning Team at somserve@uw.edu for details.

Mileage:

• Submit a record of the date, starting location, ending location for each trip.
• You will be required to sign the final paperwork before the reimbursement check can be cut.
• OBSOLETE: You will receive a number of emails from the ARIBA system.  The subject of one of them will read "Action Required".  Click on the OPEN button and press OK two times.