Travel Reimbursement

Reimbursement For Pre-approved Travel (Outside WA, OR, ID)

Submit reimbursements no later than 30 days after your trip ends.

  • On your approved Travel Pre-Approval and Reimbursement Form, complete the "Actual Expenses — After the Trip" section.
  • Include documentation as necessary:
    • If your trip included personal time, comparison airfare and itinerary must be included. Other personal expenses must be clearly marked and will not be reimbursed.
    • Include a copy of your flight itinerary for meal per diem calculations.
    • Include required receipts scanned as PDFs. Keep your original receipts.
    • If you are requesting mileage reimbursement, include a point-to-point list of your destinations, including addresses and dates of travel.
  • Email the completed form and documentation to centralse@uw.edu.
  • FPB Shared Services will respond within two business days:
    • FPB Shared Services will inform you that they’ve initiated your reimbursement.
    • If FPB Shared Services needs more information, they’ll reach out to you with questions.
    • Responses may occasionally be delayed due to high volume. If your request is urgent, please include “Urgent” in the subject line.
  • Expense Report Approval Flow
    1. Compliance Approver (SE Requisition Specialist)
    2. Funding Approver (CC/Grant/Project Manager)
    3. Expense Partner (Travel Services) for high-risk flag reimbursements
  • Payment is sent the next business day after final approval is given on the expense report. Deposits typically takes 2-5 business days once payment is sent.

Reimbursement For Travel Within WA, OR, ID

Submit reimbursements no later than 30 days after your trip ends.

  • Complete the Travel Pre-Approval and Reimbursement Form:
    • Do not complete the "Cost Estimate — Before the Trip" section.
    • Signatures are NOT required.
  • Include documentation as necessary:
    • If your trip included personal time, comparison airfare and itinerary must be included. Other personal expenses must be clearly marked and will not be reimbursed.
    • Include a copy of your flight itinerary for meal per diem calculations.
    • Include required receipts scanned as PDFs. Keep your original receipts.
    • If you are requesting mileage reimbursement, include a point-to-point list of your destinations, including addresses and dates of travel.
  • Email the completed form and documentation to centralse@uw.edu:
    • Copy your supervisor on the email.
  • FPB Shared Services will respond within two business days:
    • FPB Shared Services will inform you that they’ve initiated your reimbursement.
    • If FPB Shared Services needs more information, they’ll reach out to you with questions.
    • Responses may occasionally be delayed due to high volume. If your request is urgent, please include “Urgent” in the subject line.
  • Expense Report Approval Flow
    1. Compliance Approver (SE Requisition Specialist)
    2. Funding Approver (CC/Grant/Project Manager)
    3. Expense Partner (Travel Services) for high-risk flag reimbursements
  • Payment is sent the next business day after final approval is given on the expense report. Deposits typically takes 2-5 business days once payment is sent.

Reimbursement For Parking/Mileage

Submit reimbursements no later than 30 days after your trip ends.

  • Send an email to centralse@uw.edu:
    • Copy your supervisor on the email.
    • For each expense, include the type of expense, amount, and date.
    • For mileage, include a point-to-point list of your destinations, including addresses and dates of travel.
  • FPB Shared Services will respond within two business days:
    • FPB Shared Services will inform you that they’ve initiated your reimbursement.
    • If FPB Shared Services needs more information, they’ll reach out to you with questions.
    • Responses may occasionally be delayed due to high volume. If your request is urgent, please include “Urgent” in the subject line.
  • Expense Report Approval Flow
    1. Compliance Approver (SE Requisition Specialist)
    2. Funding Approver (CC/Grant/Project Manager)
    3. Expense Partner (Travel Services) for high-risk flag reimbursements
  • Payment is sent the next business day after final approval is given on the expense report. Deposits typically takes 2-5 business days once payment is sent.