Finance

Table of Contents

  1. Travel
    1. UW Travel Process
    2. Travel Forms & Policies
  2. Purchasing
  3. Non-Travel Reimbursement
  4. Workday Financials/Reporting
  5. CUMG Practice Expenses
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Travel

UW Travel Process

UW requires pre-approval for traveling out of state for business purposes. In compliance with the UW travel policy, the Department of Pediatrics has issued a department blanket travel approval. If your travel is not fully paid with external funds or grants, the School of Medicine additionally requires the SOM Travel Request form. The blanket travel approval and a copy of the fully signed SOM Travel Request form must be attached to the reimbursement request in workday. Refer to the Decision Tree to help determine what is required for your travel.

   Travel Decision Tree
   SOM Travel Request Form

The SOM Travel Request Form requires a UW NetID to log in. If you forgot your UW NetID or password, reach out to UW-IT here.

Travel Forms & Policies

What travel-related expenses can the Financial Accounting team purchase on your behalf?
  • Lodging: non-employees (Use CTA Request Form above)
  • Airfare: employees/non-employees (Use CTA Request Form above)
  • Conference registration: employees/non-employees
    Use the Purchase Order Form (below)- provide link to registration and personal information required to fill out online registration form OR traveler fills out online registration, then contact Financial Accounting to process payment.
Who is required to fill out the SOM Travel Form?

All UW faculty and staff whose trip will be funded from any of the listed funding sources below:

  • Professional Development Funds (PDF)
  • Continuing Medical Education funds (CME/CE)
  • Faculty funds
  • Fellowship programs
  • UW Startup
  • Committees
  • Unit budgets
  • State provisos
  • UW gifts/endowments

For additional questions regarding travel, please review the UW Travel Services FAQ.

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Purchasing

For purchases through the UW, fill out a purchase order form and email pedorder@uw.edu.  If applicable, attach the quote and UW Procurement Sole Source Justification form.

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Non-Travel Reimbursement

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Workday Financials/Reporting

What is Workday Finance used for?

Workday Finance is used for many things, including travel, non-travel reimbursements, purchase requests, invoices, as well as financial reporting. Within Financial Accounting, we use Workday Finance to view current balances, expenses, and run reports to provide financial data to Divisions and Units in the Department of Pediatrics. If you have additional questions regarding Workday, please visit workday.uw.edu.

How can I view my current balance?

If you have any questions related to non-grant UW accounts, please reach out to pedorder@uw.edu.

How can I view my current expense balance?

Run a Standard Budget vs Actuals report with the appropriate worktag(s). In the YTD Actual column, Total Operating Expenses will provide you will your current expense balance.

I would like a report on my unit/division/program activity. Where can I get that report?

Please reach out to pedorder@uw.edu. Your assigned Business Manager will reach out to you with additional information.

What are worktags?

Workday language for budget #s. It will be a combination of program, gift, grant, cost center, resource, fund, function, activity, etc.
PG= Program
GF= Gift
GR= Grant
CC= Cost Center
RS= Resource
FD= Fund
FN= Function
AC= Activity
Example: CC101509, RS100082

How do I know which worktag to use?

First identify if the expense will be paid with a grant or non-grant. If grant, reach out to Research Administration team at pedsgrant@uw.edu. If non-grant, reach out to pedorder@uw.edu. Or if you know the old budget # (XX-XXXX), use the FDM translator tool.

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CUMG Practice Expenses

For questions regarding CUMG Practice Expenses, contact pedsclinicalfinance@seattlechildrens.org.

The following expenses are paid by CUMG.  They appear on the CUMG Funds Flow Reports as Dues and Licenses under Fringe Benefits.

  • Washington State Medical License
  • DEA License renewal (if primary site of practice is UWMC may be waived)
  • Washington State Medical Association (WSMA) Dues (Division Head option for active participants)
  • King County Medical Society (KCMS) Dues (Division Head option for active participants)

For those divisions that need to incur the following expenses, they are paid directly by CUMG.  They appear on the CUMG Funds Flow Reports as CUMG Paid Direct under Division Operations.

  • Medical Licenses for other states necessary for work at approved sites of practice.  (The practice will not pay to maintain license in other states not necessary for assigned sites of practice).
  • SCH Credentialing Fee (There is no credentialing fee for UWMC or HMC since both have closed staffs limited to UW Faculty).
  • Credentialing Fee at other hospitals that are approved sites of practice.

Please see the CUMG site for provider forms and reimbursement requests.

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