Winter Quarter UWHA Bike Fund Reimbursements Due: April 30th

If you’d like to participate in the UWHA CBA Bike Program, please submit documentation to GME (uwgme@uw.edu) before April 30, 2020. Please see below regarding what/how to submit:

Quarterly Bicycle Stipend

What: $25 stipend, given quarterly

Eligibility: UWHA members who bicycle > 80% of the AY20 winter quarter (from January 1, 2020 – March 31, 2020)

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 winter quarter (from January 1, 2020 – March 31, 2020)

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 winter quarter (from January 1, 2020 – March 31, 2020)
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 April 30, 2020 at 5pm. Late submissions will be held until the next submission window.