Overview
FPB employees are responsible for compliance with all UW travel policies. To help our travelers comply, FPB Shared Services has compiled several UW travel policies for your reference.
UW Travel requires written pre-approval for all travel outside the states of Washington, Oregon, and Idaho. FPB utilizes our Travel Pre-Approval and Reimbursement Form to fulfill this requirement. Please follow the pre-approval process to complete the form. Employees who travel frequently may request blanket pre-approval from centralse@uw.edu.
If you are attending an online conference or traveling within Washington, Oregon, and Idaho, and you want FPB Shared Services to purchase your airfare or conference registration, please refer to our Conference Registration & Airfare page.
Request reimbursement for your travel no later than 30 days after your trip ends.
Not sure what to do? Check out our travel decision tree!
Questions? Write to centralse@uw.edu or call 206-221-2185.
Decision Tree
Travel and Non-Travel Procedure Matrix
| Forms, approvals, and procedures for Travel/ Non-Travel | |||
|---|---|---|---|
| Type of Request | Form | Email to centralse@uw.edu with the Required Attachments | Resources |
| Travel Pre-Approval (outside WA) | Travel Pre-approval and Reimbursement Form | - Approved Travel Pre-Approval form - Conference agenda - Conference hotel info (PDF or weblink) | Travel-pre-approval FPB, Travel Pre-Approval Process |
| Travel Pre-Approval, local (in WA, no airfare/lodging) | N/A | N/A | Travel-pre-approval |
| Spend Authorization (Workday) | Travel Pre-approval and Reimbursement Form | - Approved Travel Pre-Approval form - Conference Agenda - Conference hotel info (PDF or weblink) - Comparison fare if personal time is used | N/A |
| OR | |||
| UW Connect Travel Spend Authorization & Reimbursement Request (UW login required) | Attach these required documents to the UW Connect form: - Approved Travel Pre-Approval form - Conference Agenda - Conference hotel info (PDF or weblink) - Comparison fare if personal time is used | Travel Spend Authorization & Travel Reimbursement Request Demo | |
| Registration | Travel Pre-approval and Reimbursement Form | - Approved Travel Pre-Approval form - Conference website link | Conference Registration |
| Airfare (for No personal time trip only) | Travel Pre-approval and Reimbursement Form | - Approved Travel Pre-Approval form - Conference website | Travel/ Airfare |
| Travel Reimbursement | Travel Pre-approval and Reimbursement Form | - Travel Pre-approval form with actual cost to be reimbursed - All receipts - Comparison airfare (if any personal time) - Conference Agenda - Conference hotel info (PDF or weblink) - Map with mileage (if applicable) | Travel Policies |
| OR | |||
| UW Connect Travel Spend Authorization & Reimbursement Request | Attach these required documents to the UW Connect form: - Travel Pre-approval form - All receipts - Comparison airfare (if any personal time) - Conference Agenda - Conference hotel info (PDF or weblink) - Map with mileage (if applicable) | Travel Spend Authorization & Travel Reimbursement Request Demo | |
| Non-Travel reimbursement | N/A | - Receipt(s) - Pre-approval email from supervisor | Reimbursement /UWEmployees |
| OR | |||
| UW Connect, Non-Travel Reimbursement Request | Attach these required documents to the UW Connect form: - Receipt(s) - Pre-approval email from supervisor | Non-Travel Reimbursement Request Demo | |