Financial Processes & Tools

The School of Social Work Office of Finance, Administration & Research is working remotely but available to carry out mission-critical duties and routine finance-and-research processes. To assist you during COVID-19 stay-at-home directive, we have compiled e-forms and step-by-step instructions for common transactions. We continue to formalize our digital processes, so please check this page in the future for additional support.

Payment Request Form (PRF)
This form is used for reimbursements, ProCard justifications, etc.
Temporary process:

• Email the completed PRF to your grant or budget manager. Frankie Fowler is currently on leave. Please email Saul Clifasefi and Shirley Alcantara.
• If required, copy any approvers so that they can email their approval.
• Attach a scan (or an image from a camera phone) of the original receipts and any other documentation.
• Keep the original documentation. The originals are required once we back in the office.

Honorarium Request Form
This form is used for guest lecturers, payments to individuals for delivering a training, etc.
Temporary process:

• If payment is coming from a grant, email the completed form to your grant manager.
• If the payment is to a guest lecturer, email the completed form to Madeline Galbraith and Saul Clifasefi.
• Email all other honorarium forms to Saul Clifasefi.
• Do not include Social Security numbers. Email is not a secure way to communicate someone’s SSN. Let non-UW employees know that they will be contacted by phone for their SSN.
• NOTE: The SSNs, addresses, emails or phone numbers of UW employees are never required.

Food and Beverage Pre-approval Form
Temporary process:

• Email all completed food-and-beverage pre-approval forms to Saul Clifasefi.
• Saul will send approvals via email. He will copy any grant or budget managers. The requester should print out the approval email and keep it with the food form.
• Once we are back in the office, please give the Food and Beverage Pre-Approval Form to Saul or your budget manager.
• Note that food-and-beverage pre-approval forms must be completed and approved prior to the event.

Travel Pre-authorization Form and CTA Airline and Lodging Form

UPDATE: 4/30/2020: All official UW travel outside the United State is restricted unless it is essential.  Approvals for international travel must be approved by leadership at SSW and the UW Office of Research.  For details, please contact Saul Clifasefi.  For other travel details please go to the UW Travel Services Site for details

Travel Reimbursement
Temporary process:

• Email the completed travel reimbursement form to your grant or budget manager. Frankie Fowler is currently on leave. Please email Saul Clifasefi and Shirley Alcantara.
• If necessary, copy any approvers so that they can email their approval.
• Attach a scan (or a smartphone image) of any documentation.
• Keep the original documentation. The originals are required once we back in the office.

ProCard Reconciliation
Please email your grant manager or Shirley Alcantara with any questions. Shirley will send an email in early April to ProCard holders with instructions and information for reconciling expenses for March and April, 2020.

Contacts
For more information on specific financial processes, please contact the appropriate team member:

• Shirley Alcantara, Budget Fiscal Supervisor for state/central operational budgets.
• Vicki Anderson-Ellis, Assistant Dean of Finance & Administration, oversees financial operations.
• Saul Clifasefi, Assistant Director of Finance Administration, oversees travel approvals, food forms and general financial questions for state/central operations.
• Gail Colfax, Grant Administrator, oversees grant and budget support and processes reimbursements for select faculty. For grant administration, please note specific unit assigned staff in the chart at the bottom of the page.
• Frankie Fowler, Fiscal specialist, processes reimbursements from Ariba to ProCard/CTA transactions for central operations (currently on leave)
• Kim Martz, Fiscal Specialist, processes reimbursements from Ariba to ProCard/CTA transactions.
• Cy Talebi, Assistant Director of Finance & Research, oversees pre-award external research submissions.
• Zia Uddin, Grant Administrator*, oversees grant and budget support for select faculty.
• Barb Woods, Grant Administrator*, oversees grant & budget support and processes reimbursements for select faculty.

Staff assigned to specific researchers and research units:

NOTE: Any individual faculty needs rnot addressed above, please contact either Saul Clifasefi or Shirley Alcantara. Any research center needs not addressed above, please contact Cy Talebi.