Travel Award Reimbursement Form & Instructions

To claim your travel award, you must submit a Travel Reimbursement Form and other required documentation by September 30, 2018. Review instructions on this page carefully to determine all documentation that is required for your situation (e.g., receipts, non-citizen documentation).

On this page:

Travel Reimbursement Form

Sample Documents

Form Instructions

  1. Download and complete a Travel Reimbursement Request Form.  Review sample documents provided for assistance with what details to include. Note actual air fare receipt must show that amount was paid (i.e., $0 balance).
  2. Send receipts for any single cost over $75 except where noted. Send only the receipts that total up to or a bit over the amount of your travel award (e.g., if you were awarded $300 you need only send receipts that total up to $300 or a bit more).
  3. Email or mail your request form and receipts to:
    1. To submit via email, scan and attach form and required document to bprocure@uw.edu  Note: Check that your attachments are complete and legible. Please do not send zipped file attachments. The University of Washington (UW) email system will not deliver them.
    2. To submit via mail, send form and required documents to:
      Department of Biostatistics

      Attn: Summer Institutes Fiscal Team

      University of Washington

      4333 Brooklyn Ave NE

      Box 359461

      Seattle, WA 98195

Response Time/Expectations

  • Due to the volume of reimbursements, expect 4-6 weeks for us to process your reimbursement. We will email you a form that requires your signature (non-electronic signature, scanned at 300dpi+ only). When you receive this, sign and return the form as soon as possible.
  • The reimbursement check should arrive via USPS within three weeks of our receipt of your signed expense report.

If reimbursement should go directly to your institution rather than you, have the appropriate person contact us via bprocure@uw.edu and we will provide instructions on submitting an invoice.

Non-U.S. Citizen or Resident Documentation

If you are not a U.S. citizen or permanent resident, refer to this section for additional procedures below per your visa status. If you are entering the United States for the conference, we require the following:

  • Canadian Citizens: Canadian nationals usually will not receive an I-94 or an I-94W, so a copy of your passport picture page is required (a British Columbia enhanced driver license may substitute; other provinces are not yet confirmed as of December 5, 2017). You may also use an ordinary Canadian driver license + Social Insurance letter or card combination. If you did receive an I-94(W), please include a copy of that as well.
  • Non-resident F-1 Students residing in the U.S. (includes extensions of F-1 such OPT and CPT): A copy of the I-20 form, I-94 and a copy of the picture page of the passport will be needed.
  • Non-resident J-1 Students and Scholars residing in the U.S.: A copy of the DS-2019 form, I-94 and a copy of the picture page of the passport will be needed.
  • Non-resident H-1/H-1B Visas residing in the U.S.: A copy of the VISA, I-94 and a copy of the picture page of the passport will be needed.
  • Non-resident students/ post-docs of countries other than Canada: We cannot reimburse travel for students/ post-docs unless they reside in the US with a valid US visa, or are from Canada.
  • Not entering or leaving the U.S. before or after Summer Institutes: If you are not entering or leaving the U.S. before or after the Summer Institutes, i.e, you are already in the USA for another purpose than attending the Summer Institutes, then as of November 8, 2017, the DS2019 and I20 are no longer required. Nor is the I-94 required for travel reimbursement. Examples:
    • You are a citizen of a country such as China and studying in Canada (Non-reimbursable)
    • You are a student from China studying at Harvard with a valid F-1 Visa (Reimbursable)
  • Other: If your circumstances do not seem to match any of the statuses above, please contact Scott Sipes at dssipes@uw.edu.