A revolving fund account is an advance of funds to an individual custodian on behalf of a department. Revolving fund accounts are mainly used for small dollar authorized purchases and paying research subjects other than Non-Resident Aliens. Expenditures may not exceed $700 per item. Departments may set their own limit below this amount.

As purchases are made, departments must request reimbursement in order to replenish the account.

Annual independent fund verifications for each Revolving Fund Account must be performed and will be requested by Banking & Accounting Operations.

AUTHORIZED Purchases:

Payments to research subjects except for Non-Resident Aliens (NRAs)
Supplies
Bank fees and Check Purchases
Non-personal services
Key deposit refunds
Excess baggage fee related to research equipment
Registration
In-State miscellaneous travel expenses

Ferry, bus, shuttle, taxi fares
Ferry ticket books
Bridge tolls
Mileage
Parking

Authorized Only if Purchase Qualifies Under Criteria:

The following are allowed only on a discretionary fund (budget number 64-XXXX):

Personal choice, convenience or decorative items:
- Pens
- Clocks
- Picture frames
- Flowers
- Drapes
- Desk sets
- Briefcases
- Watches

The following are allowed only if the budget is approved for such purchases:

Alcoholic beverages
Non-alcoholic beverages
Banquet permits
Paper cups, plates, glasses
Mixers
Ice

UNAUTHORIZED Purchases:

Fines/Tickets
Duty Station Parking
Foreign Purchases
Prizes and Awards

Use a Check Request for the following:

Payments to Non-resident Aliens (NRA)
Payments to individuals associated with an honorarium
Travel expenses associated with an honorarium
Other payments allowed on a Check Request.

Use a PAS requisition/purchase order and contact Purchasing for the following:

Payment to a company for:

Catering
Consulting fees
Lecturers
Repairs
Advisory Boards

Payment to an individual for:

Consulting fees
Interpreters
Catering
Repairs
Independent Contracts
Temporary help
Moving own household goods

Other commodities not listed here.

Use a PAS requisition/purchase order and request reimbursement through the Travel Office for the following:

Airfare
Per diem (meals & lodging)
Car rental
Out-of-State miscellaneous expenses (parking, taxis, tolls)
Living allowance
In-route travel expenses associated with a household move

Items purchased from a University of Washington department should be paid via one of the Interdepartmental Charge form.