All research associates (postdocs), graduate students, and staff must obtain approval prior to incurring any UW-covered travel expense. Prior approval is not required for faculty as this has been delegated to them by the Chair.
Complete travel policy for the Department of Chemistry: Department Travel Policy
To obtain prior approval, postdocs, graduate students, and staff must complete the Travel Request Form (UW NetID required).
Please be sure the form is complete. Your cost estimate should include all expenses for the entire trip – transportation, lodging, per diem, and registration fees. The request will be routed electronically to Hong Sze (firstname.lastname@example.org, 206.897.1894) in the Chemistry Purchasing & Accounting Office. Hong will review the form, request additional information or clarification if needed, and then route the request to your PI or supervisor for approval via PurchasePath.
Once approval is secured, Hong will authorize charges to the Department Corporate Travel Account as needed. Upon completion and return from travel, Hong will work with the traveler to prepare a travel Expense Report for reimbursements.
Prior approval is not required for faculty travel. For reimbursment, faculty should use the Faculty Travel Reimbursement Request form (fillable pdf).
Travel reimbursements are handled by Hong Sze in the Chemistry Purchasing & Accounting Office (109P Bagley Hall, email@example.com, 206.897.1894). Please provide Hong with the completed Faculty Travel Reimbursement Request form, receipts, and supporting documentation shortly after travel has been completed.
All graduate and undergraduate students are required to register international travel itineraries with the Office of Global Affairs. The UW Office of Global Travel facilitates safe and successful travel for UW faculty, staff, and students. Students are also required to obtain UW Student Abroad Insurance. This provides major medical insurance benefits while overseas and evacuation services for medical, security, and natural disaster emergencies, which is not provided by regular GAIP insurance.
Please see the UW Office of Global Affairs website for more information.
The Department has a corporate travel account (CTA) for airline, other transportation and specified lodging. If you wish to have the Department pay for any travel expenses in advance of your trip with the CTA account, complete the Request to Charge CTA form (fillable pdf).
Send the completed request form to Hong Sze (firstname.lastname@example.org, 206.897.1894) in the Chemistry Purchasing & Accounting Office. Please note the prior approval requirement outlined above.
Faculty or staff who take at least two business trips each year may want to consider obtaining a UW Travel Card. This is an individual liability card, i.e., the card holder is responsible for paying the expenses incurred. As long as reimbursements are filed in a timely fashion, the Travel Card bill will typically not be due before you receive your reimbursement. Unfortunately, the UW Travel Card is not available to student employees. Please see the UW Travel Office website for more information about the UW Travel Card.