ACCOUNTS

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Tuition

Trainee tuition accounts will be set up with UW Student Fiscal Services at the beginning of each academic year (July-June) by Noreen Schedler.  Tuition will be automatically paid when you register for classes.

You may view your tuition statement at MyUW at any time. 

For non-WA State resident, the out-of-state portion of your tuition will be waived for the first four quarters of fellowship.  Waivers submitted quarterly by Elena Schroeder via the Academic Human Resources office.  Please notify Elena Schroeder if you still have a balance on your tuition account before the tuition deadline. 

Non-WA State residents must apply for WA State residency status 6-8 weeks before their 5th quarter in the fellowship.

Please contact Elena Schroeder if you have any questions about your tuition or a tuition bill.

Trainees must use the University's Tuition Exemption Program in order to ensure that they have enough funds to fully cover their tuition and fees.  The program covers 6 credits of eligible coursework each quarter

If you were affiliated with the University immediately prior to your fellowship, you are eligible for the tuition exemption starting your first summer quarter. If you were not affiliated with the University immediately prior to fellowship, you will be eligible for tuition exemption starting your 2nd quarter. Those paying out-of-state tuition rates are not eligible for the exemption program until they have been given Washington State residency status, which should be at the beginning of your 2nd year in the program.  You must complete a Faculty/Staff Tuition Exemption Request form every quarter The Chairman of your home department will sign off on your tuition exemption form each quarter.  Tuition exemption forms are due 2 weeks before the beginning of any quarter You cannot register for courses until the 3rd day of the quarter.  You should attend any classes held before the 3rd day of the quarter and let the instructor know you are using the tuition exemption program. 

Miscellaneous (Books, software, supplies, registrations, dues, etc)

Fellows are allotted $1,000 annually for purchase of items directly related to their research training or education.  These items generally include journal subscriptions, registration fees for conferences, books, software, and course/research supplies.  The training grant is subject to federal and University policies in regards to allowable costs.  Please check with Elena Schroeder if you have any questions about whether or not an item is an allowable cost on our training grant.   

Any item that can be purchased with a credit card can be ordered by Elena Schroeder.  Please email her your requests or contact her directly.  Once you receive your item, please initial the packing slip and forward it to Elena (Box 359780) for the grant file.  If you do not receive a packing slip, please send Elena an email stating that you received the item. 

If you do need to purchase an item immediately, you may be reimbursed by sending a copy of your receipt to Elena at Box 359780; UW Campus Mail.


Travel

Each trainee is allotted $1,000 annually for travel expenses.  Trainees are encouraged to attend at least 1 national meeting or 2 smaller meetings each year.  Travel is generally limited to the US, however special permission can be requested for international travel by completing an NRSA Request for Foreign Travel form and sending it to Elena Schroeder for Dr. Bryson's approval.

There are many rules governing travel while on University business.  Please visit the Travel Homepage for a complete list of rules and regulations.  Below are some important highlights:

Airfare

PLEASE BE AWARE – State contract airfares must be purchased with a corporate travel account (individual card or CTA).  Failure to comply will result in airline penalty fees for which you are personally liable.  The policy is found at   http://www.washington.edu/admin/finserv/travel//air.travel.html.

·You are required to purchase airfare via a State of Washington Contract Agency or directly from an airline. 

·If you are using an agent, tell them you are a University employee and they will get you the correct contract rate or better.  You must purchase contract airfare with your UW travel card. 

·A valid airfare receipt is required for reimbursement, and is anything (email included) that shows your detailed flight schedule and proof of payment. 

·Your credit card statement is NOT a valid airfare receipt. 

·You can be reimbursed for your airfare at the time of purchase, just forward the valid receipt (email is fine) to Elena Schroeder.

Lodging & Per Diem (Meal Rates)

·Specific areas have assigned lodging and per diem rates.  Generally, you cannot be reimbursed for greater than 150% of the listed lodging/per diem rate for a specific city. 

·Per diem covers your meal costs, you do not need to turn in any meal receipts for reimbursement.

·You will not be reimbursed for meals specifically provided in the cost of conference registration fees.  You must include a copy of the registration information or a detailed agenda from your meeting with your receipts.

·Conference lodging can be very expensive.  You are encouraged to share rooms or stay at a less expensive hotel near the conference site.

·To get reimbursed for lodging expenses, you must turn in a detailed folio from the hotel.  This may mean that you cannot do an "express checkout" from certain hotels.  Your credit card statement is not a valid lodging receipt. 

Conference Registrations

·This is the only travel-related expense that can be paid directly by the grant.  Please  send Elena Schroeder either a link to the registration website along with the necessary information to complete the online registration or send her a completed paper registration form and she will complete the payment information.

·If you pay your registration yourself, you must submit a copy of payment confirmation (web-based is fine) and a copy of the conference schedule/agenda.

Paying for others

·If at all avoidable, do not pay for others' expenses while in travel status, especially meals.  If possible, get separate checks for meals and lodging if you are sharing a room.

Getting reimbursed

·Keep and submit all original receipts over $50

·Hotel: the detailed folio is required for reimbursement

·Airfare: the detailed itinerary that shows payment is required for reimbursement

·Turn in your form and all receipts to Noreen Schedler at Box 354920.