Department Card Checkout

1. Submit a request. Each purchase needs its own request, except travel requests.

2. Cardholders will approve or deny requests. An email is automatically sent to the requester with card pick-up information.

3. Reply-all to the approval email with all documentation and receipts.

For each purchase, ensure that sales tax isn't included.
Attach the signed Official Function Form if necessary.
Make sure the receipt is itemized.
If food was purchased, make sure you provide a list of participants in your response to the approval email.
All packages must be shipped to the Outdoor UW office with Outdoor UW in the attention lines.
For lodging, please submit the address, date of lodging, and a participant list. The participant list must indicate students versus non students.
Please use the Participant List form for submission

If you lost a receipt please contact your advisor and provide the Missing Receipt form.

An Official Function Form (OFF) must be approved and signed prior to making a purchase.

Below are guidelines on whether the form is needed or not.

Non-Employee social functions do NOT need an OFF
UW Employee social functions need an OFF
If you are on the fence just get the form to be safe
Retreat/Team Building/Morale = Need an OFF
OFF needs to be signed BEFORE ANY MONEY IS SPENT for the event
If an event is for both employee and non-employees but there is more non-employees no OFF is needed
-We should provide detailed business purposes that include who the event is for, non employee vs employee, to help determine to Audit if a form was needed
The OFF can be used for any expense related to the event that would need the OFF