Chemistry Purchasing and Accounting Office - Travel

Traveling on University business?  Plan ahead and get approval.

 

All research associates (postdocs), graduate students, and staff must obtain approval prior to incurring any UW-covered travel expense. Remember to include expenses for the entire trip in your request, including transportation, lodging expenses, meals, conference registration fees, etc.

 

 

UW Travel Cards  

If you are a faculty or staff in “active” status and will take at least two business trips per year you may want to consider a UW Travel Card. This is an individual liability card – card holders are required to pay the entire balance. Unfortunately, the UW Travel card is not available to students. See the University website for more information.


Travel FAQs: Common questions and answers (pdf)
 

Your responsibilities as a traveler:

  • Be familiar and comply with State, University, and department travel policies and procedures before embarking on travel.
  • Obtain prior authorization as required.
  • Select a travel alternative that is allowable per the State, University, and department travel policies and procedures.
  • Select travel options that are most economical.
  • Exercise the same care in incurring expenses and accomplishing the purposes of the travel that a prudent person would exercise if traveling on personal business; excess costs, circuitous routes, delays, or luxury accommodations unnecessary or unjustified in the performance of official state business travel are not acceptable.
  • Pay any excess costs and any additional expenses incurred for personal preference or convenience.
  • Verify that all travel arrangements are confirmed prior to departure.
  • Return as promptly as possible to either official station or residence when state business is complete.
  • Ensure reimbursement is prepared and submitted with appropriate receipts in a timely manner.
  • Ensure all travel reimbursement follow the IRS Accountable Plan.
  • Report all personal time, which must adhere to University policy.

 

We are here to help!
Every trip is different and every traveler is different. Please contact the Purchasing & Accounting Office with any questions or concerns.

 

 

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