WWAMI Rural Integrated Training Experience (WRITE)

Invoicing and Reimbursement

WRITE Sites are provided an administrative fee to help offset costs associated with the education of the student such as a potential decrease in patient volume, administrative overhead, text books, pagers, and computer supplies. The site may utilize the funds in any manner that supports the costs associated with hosting a medical student. The funds are considered by the state a reimbursement of education expenses, not salaries,  and therefore there will be no income tax liability connected with the funds.

WRITE Sites are reimbursed for actual costs of lodging WRITE students. Each site arranges and maintains furnished housing for medical students. Housing costs may include utilities, phone, internet/DSL service, cleaning of housing between student rotations, upkeep, etc. Provided housing should be similar to what students could expect to receive if they were staying in dorms on a college campus; they should offer adequate connectivity, provide privacy to study and sleep, and be clean. Household items should be of Target or Walmart quality.

Students will be required to bring a laptop computer to the WRITE Site rotation. The site will be asked only to provide internet connectivity with a workspace in the clinic and internet connectivity in the student’s living quarters.

Invoicing:

  • The University of Washington School of Medicine reimburses WRITE sites who provide required clinical educational clerkships. The Affiliation Agreement between the UW School of Medicine and you as Training Site establishes the basis for the reimbursement program.
  • The on-site administrator (either a designated office manager or the primary preceptor-whatever has been decided at your site) oversees the invoicing and receipt of the funding from the University of Washington School of Medicine until all invoicing is complete and funds are received.
  • You will not receive a written contract for the clerkship funds; instead you may simply begin invoicing us, making sure to reference the UW Purchase Order number given in your budget description (request this from your WWAMI regional program administrator).
  • You may invoice for administrative fee at any time once the student has arrived for the WRITE experience. You may invoice right  away for the administrative fees and then invoice later for the housing costs. Or you may invoice for all costs right away if you know them. Or you may invoice for all costs at the end of the student’s time at the WRITE site.
  • Since housing involves out-of-pocket costs for your site, it can be billed in advance.
  • Travel should be billed only after the travel has taken place so that actual expenses are reimbursed.

Send Invoices to:  wamifund@uw.edu or via fax at 206-616-3341.

Invoice Format:  You are free to use any invoice format you like, but your invoice must contain the following:

  1. Your Business Name and Address: This must match the name and address on file with the UW Purchasing office. If your business/billing name or address changes, you must register again as a vendor with the state of Washington here: UW Supplier Registration.
  2. Purchase Order Number given in your budget sheet.
  3. Date of the Invoice.
  4. Invoice Number: You must use a number not already used on a previous invoice submitted to the UW.

For more information, visit WWAMI Clinical Clerkship Funding or contact Rachel Summers at wamifund@uw.edu.

NOTE: The new WRITE PO emails for the 2018-2019 academic year were emailed at the end of March 2018. If you did not receive them, please email Rachel Summers at wamifund@uw.edu.

The WRITE Travel budget covers site faculty travel (i.e., Faculty Development meeting) and is reimbursed based on actual expenses up to the budgeted amount. Travelers should submit their expenses after travel has occurred to their on site administrator for reimbursement. The administrator will invoice the University of Washington for their costs per above guidelines. Contact your WWAMI Regional Administrator in your state with questions.

Thank you for providing our students with the opportunity to participate in clinical rotations at your site.