New Travel Information!

For the Traveler
     Prior Approval
      How do I pay for my trip?
      Conference Registration
      Getting There
      Expenses
      Getting Reimbursed
      Traveling Abroad
      Household Moves
For the Visitor
For the Job Applicant/Candidate
For the Administrator
Forms

New Travel Information!
 

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For the Traveler

Prior Approval - UW Travel Policy

Travel specifically listed in a grant proposal does not need prior approval.  

The Department of Medicine has granted blanket approval for out-of-state travel on UW related business (including research conferences/meetings) that is consistent with the requirements of full-time (>50% FTE) faculty members and administrative personnel.  Specifically, faculty or staff attending national or international meetings, serving on international or national committees, and serving as a Visiting Professor.  Out-of-state travel is considered traveling outside the states of Washington, Oregon, or Idaho.  A copy of the blanket approval memo is on file in the Division office for audit purposes.  

Travelers should request pre-approval when travel in not named in a grant (note: sponsor must allow travel).  The PI should email Jackie Swihart the following information for Division approval:

       Name of traveler 
       Purpose of trip 
       Travel destination 
       Dates of travel 
       Budget number to be charged

foreign travel not specifically named in a grant requires prior approval by the PI and the Division Head.  A Request for Foreign Travel Approval form should be completed and approved prior to the trip.

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How do I pay for my trip? - UW Travel Policy

Travel may be paid for in one of two ways, with a Corporate Travel Card or per diem advance.  

Ideally, the traveler will have a Corporate Travel Card, which is issued to the individual and is to be used to make all purchases relating to UW travel.  The travel card purchases are to be paid for by the individual who will submit receipts for reimbursement.  This card should only be used for UW travel related expenses.  If you need to make a purchase for a non-travel business related item, please see your unit/section administrator.  See the Getting Reimbursed section below regarding reimbursement.

The second way to pay is to request a per diem advance, an especially useful method for those who do not travel frequently.  Please review this website and submit a Per Diem Advance Request Form.

Please note that a corporate travel card or a department CTA account must be used to get the contract airfare rate.  If the traveler does not have a travel card, please contact your fiscal person or section administrator, who will in turn put you in contact with the administrator of a department CTA account.

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Conference Registration - UW Travel Policy

To pay for a conference registration using University funds, the division recommends  either using a Procurement Card or your corporate travel card.  The Procurement Card is the ideal method, as the fee is paid directly from the funding source and no reimbursement is necessary.  Please see the administrator of your unit or section for information regarding payment by Procurement Card.  If the conference registration includes lodging, please use the corporate travel card.  Reimbursement for conference registration can be made prior to the trip by submitting the registration form and the original receipt (or your original visa statement) to the person who completes your Travel Expense Vouchers (TEV).  

Getting There

Air travel - UW Travel Policy
A State of Washington contract travel agent must be used to purchase airline tickets.  The state of Washington has contract airfares with certain carriers to specific destinations, and a corporate travel card or department CTA account must be used.  If you do not use a contract airline or travel agent, you may only be eligible for reimbursement up to the contract airfare for your tickets.  There are three acceptable reasons for not using the contract airline:

       You found a cheaper airfare
       The contract airline does not have a flight that meets your time needs
       There are no seats available on the flight you need

The exception should be noted on your TEV.  NOTE: Purchasing tickets from an Internet source (ie, Expedia) is not permitted. 

Cars - UW Travel Policy
Personal Car - A traveler may chose to use their own car, and can be reimbursed for mileage up to the contract airfare to the destination and meal and lodging per diem for the first 24 hours.  You are responsible for your own car insurance. 

Rental Car - Please read the UW Travel Policy on car rental prior to renting a car. 

Motor Pool - The University's Motor Pool should be used if the University traveler does not want to use a personal car and the trip is within 50 miles of Seattle OR if the traveler does not want to fly or use their own car and the trip is within Washington, Oregon, Idaho, or British Columbia, B.C.  Under these circumstances, a rental car should not be used, and will not be reimbursed.  Motor pool cars are not to be used for personal business or to travel between personal residences and the University campus or another University station.

Other forms of transportation - UW Travel Policy
Includes trains, buses, motorcycles, and campers. 

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Expenses - UW Travel Policy

Travelers are responsible for following University and State policies while in travel status.  Ideally, travelers will use a Corporate Travel Card for all expenses related to UW business travel.  If the traveler does not have a Corporate Travel Card, a per diem advance can be done or they may use a personal credit card.  Please keep all original receipts over $50.  If you have specific questions, please contact your unit/section administrator or Jackie Swihart at 731-3391.  

Airfare - UW Travel Policy
Please turn in documentation that shows the flight time and payment. Traditional tickets: please keep the passenger receipt, which breaks down the legs of the flight and the price.  Ticketless travel:  please attach the itinerary provided by the travel agent.  You can also provide the second page of your Visa travel card statement.  E-ticket:  print the payment confirmation and provide a copy of the itinerary (this often comes as a confirmation email).

Cars - UW Travel Policy
Please keep any original receipts over $50.

Conference Registration - UW Travel Policy
Please keep a copy of any brochures or registration forms, and a receipt of payment.

Lodging - UW Travel Policy
Keep a copy of the hotel folio that you receive when checking out.

Meals - UW Travel Policy
Meals are reimbursed at the per diem rate - no receipts are necessary.  One will be reimbursed for continental breakfasts at hotels and airline meals, but not for meals provided as part of a conference.  While in travel status, one should not purchase meals for other people.  "Hosting" or "business" meals are not allowable costs.

Misc. Expenses - UW Travel Policy

Common miscellaneous expenses include: taxis, shuttles, parking, foreign travel fees (passports, immunizations), communications up to $200 per item (i.e., phone calls, modem charges, copying).  NOTE: If you travel frequently and are going to make business calls and use modem dial-ups, please contact your unit/section administrator to get a UWATTS code. If you have a question about an expense, please contact your unit/section administrator or Jackie Swihart at 731-3391.

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Getting Reimbursed - UW Travel Policy

1.  Save all your original receipts over $50!  If you do not have an original receipt, a copy of the receipt or credit card statement AND/OR a perjury statement must be submitted.

2.  Complete and sign the GIM Travel Reimbursement Request.

3.  Submit your reimbursement request and receipts to the individual who completes your TEV.

4.  Please review the TEV for accuracy and sign..

5.  The TEV is sent for approval:  

       Faculty: the Division Head must approve travel for faculty members in the
          Division of GIM - please send the TEV to Jackie Swihart, Box 359780.
          NOTE:  If grant funds are used to reimburse a trip and the traveler is not the PI, 
          the PI must initial the top of the TEV (Do not write in the signature box or to the
          left of the signature box) before it is sent to the Division Head.

       Staff: the PI or supervisor of the staff member should approve the TEV 

6.  Your paperwork is submitted and you are reimbursed!

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Traveling Abroad - UW Travel Policy

Please review the UW policies and procedures for traveling abroad.  Prior approval to travel abroad may be required if the traveler does not meet the specifications listed in the Prior Approval section above.  If so, they will need to submit a Request for Foreign Travel Form.  This form needs to be signed off prior to the trip by the traveler, the PI of the grant, and the Division Head.. 

If possible, keep copies of receipts from currency exchanges or use the OANDA Currency Converter upon your return to calculate foreign currency rates.  Please printout and label all conversions appropriately and attach them to the TEV.

Household Moves - UW Travel Policy

Household moves must be processed through the Division Office.  

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For the Visitor - UW Travel Policy

If you are going to be sponsoring a visitor, contact your unit/section administrator prior to the visitor's arrival.  There are several issues that must be considered, especially for foreign visitors, visitors receiving an honorarium, and faculty and professional staff candidates.  Visitors traveling on University funds should keep all receipts over $50 and are subject to all University, State, Departmental, and Division guidelines while traveling on University funds.  

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For the Job Applicant/Candidate - UW Travel Policy

Travel for faculty and professional staff candidates must be pre-approved by the Division Office.  Candidates traveling on University funds should keep all receipts over $50 and are subject to all University, State, Departmental, and Division guidelines while traveling on University funds. 

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For the Administrator

Rates
Bookmark this site!  It is the reference site for travel rates, contracts, and receipts.

Forms

Travel Related Forms	PDF	WORD
GIM Travel Reimbursement Request Form	N/A
TEV - Single Budget		N/A
TEV - Split Budget (New!)		N/A
TEV Instructions		N/A
Request for Foreign Travel	N/A
Perjury Statement	N/A
Washington State Invoice Voucher		N/A
Corporate Travel Card Application		N/A
Per Diem Advance Request Form		N/A

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Comments to General Internal Medicine, gim@u.washington.edu
Last reviewed: May 29, 2007 - Last updated: May 29, 2007 (gn)