UW Information Technology (UW-IT) strives for accuracy in billing but recognizes that discrepancies may occur. Therefore, UW-IT will review a charge at customer request when notified within 90 days of the charge appearing in Workday. If it is determined that the charge was made in error by UW-IT, a reverse charge will be issued to refund the customer.
Request a Refund
- Send email to uwit-billing@uw.edu and let us know which charge you believe was made in error.
- Include details so that we can locate your charge: department, date the charge appeared on Workday (must be within the last 90 days), financial worktag(s), charged amount, description of service billed, and reason for submitting the request.
- We will send a reply email to notify you whether your financial worktag(s) is eligible for a refund based on the details you provided.
- If your request for a refund is confirmed, the charge will be reversed and will be processed to your financial worktag(s).
- If it is determined that the charge was not the fault of UW-IT (for example: customer failed to cancel a service), then we will verify the service should be cancelled to stop future billing.
Policy Questions
Who to Contact
If you have questions concerning this policy, please contact UW-IT Finance at uwit-bf-reporting@uw.edu.
Exceptions to this policy must be authorized in writing by UW-IT Finance (email uwit-bf-reporting@uw.edu).
Factors Impacting the Policy
- Rate Setting Process: Some costs are included in cost pools that are allocated each year in the budget and rate setting process. Rates are set once a year and adjustments are not made mid-year.
- Budget Cycle: As a public institution, the UW operates on a fiscal year and the State of Washington biennial budget cycle. Once the fiscal year ends and the biennium is closed, prior periods cannot be adjusted.