UWHA Bike Fund Reimbursements are due by January 31st to GME!

Quarterly Bicycle Stipend

What: $25 stipend, given quarterly

Eligibility: UWHA members who bicycle > 80% of the AY20 fall quarter (from October 1, 2019 – December 31, 2019)

How:

• Legibly complete and sign the attached form. Please ensure that you initial all lines.
• Submit to GME by e-mail (UWGME@uw.edu) or mail (UW GME Bike Fund, Box 358047)

Bike Helmets

What: A free bike helmet

How:

• Submit receipt to GME by e-mail for electronic receipts (UWGME@uw.edu) or mail for paper receipts (UW GME Bike Fund, Box 358047)
• Costs must have been incurred during the AY20 fall quarter (from October 1, 2019 – December 31, 2019 )

Bike Maintenance

What: up to $100 in bicycle maintenance costs.

How:

• Submit receipt to GME by e-mail (UWGME@uw.edu) or mail (UW GME Bike Fund, Box 358047)
• Costs must have been incurred during the AY20 fall quarter (from October 1, 2019 – December 31, 2019 )
• Examples of reimbursable items: costs of maintenance service, tools, bike tubes, lights, locks
• Examples of non-reimbursable items: bicycles, clothing, backpacks, panniers, running shoes, or other non-bike maintenance or non-bike related items.

Rejected requests are commonly due to easily fixable errors

• Receipts must be itemized.
  • Documenting each individual item purchased or service performed
  • Vendor
  • Cost
  • Date of purchase

• Bike shop services: they give you two pieces of paper: an invoice itemizing what was done and a receipt showing that it was paid for (often stapled together). Please save BOTH and submit BOTH at the end of the year.
• Carbon copies: please submit the top sheet. The lower sheets can be damaged easily.
• Amazon: e-mail receipts are not adequate. Instead, do this:
  • Accounts and lists
  • Your orders
  • Order details
  • View or print invoice
• If you’re sending a scan or picture, please ensure it is legible

Please note:

• You must be a member of the UWHA to qualify.  Information about who is covered by the contract is found here: https://hr.uw.edu/labor/wp-content/uploads/sites/8/2017/09/UWHA-Bargaining-Unit-Summary-9.14.2017.pdf.

• Reimbursements will be made via whatever mechanism you have in place for your paycheck (Ex: if you are signed up for direct deposit, then the reimbursement will be made via direct deposit).

• Please provide your name and your UW NetID along with the receipt.

• You must approve of the reimbursement in Ariba (as the final step in the reimbursement process).  These notices will come to your UW email account.  If you submit for a reimbursement, please check your UW email frequently as these notifications will time out of the system if you do not approve in a timely manner.

Deadline for these submissions is January 31, 2020 at 5pm.