This is not an exhaustive list of UW travel rules. Please visit UW Travel or contact FPB Shared Services at centralse@uw.edu if you have questions.
Travel Basics
- Book travel early to obtain the most economical price.
- UW policy allows traveling up to one day before and after UW business, as necessary.
- Be aware of common non-reimbursable expenses.
- Some expenses, such as airfare, lodging, and registration fees, can be reimbursed prior to travel.
Airfare
- Can be paid by the traveler or using a central travel account (CTA).
- A CTA cannot be used for airfare that includes personal travel.
- Avoid air/hotel package deals.
- Airfare upgrades require written pre-approval, including business or first class, seat fees, and premium economy or another size/space upgrades.
- UW Travel encourages travelers to purchase airfare that allows changes/cancelations. It is allowable to pay extra for a coach or economy airfare with flexibility for changes/cancelations. No extra approvals are required.
- UW Travel recommends working with a UW travel agency to purchase airfare. See UW Travel's Book & Pay for Travel web page.
Lodging
- Your lodging rate should be within the allowed per diem.
- Lodging rate exceptions are allowable in some cases.
Meals
- Meals are reimbursable only if the traveler is more than 50 miles from home and duty station for at least 11 hours.
- Meals are reimbursed based on the per diem rate and the times that you begin and end travel.
- Food for meetings/events is reimbursed according to the UW Food Approval Policy.
Personal Time
- Please work closely with FPB Shared Services when combining business and personal time during travel.
- At the time of booking airfare, the traveler must save a copy of a comparison airfare — the airfare and itinerary for UW business with no personal time included. UW will reimburse the lesser amount.
- UW will reimburse only those expenses necessary for UW business. Personal expenses must be paid by the traveler.
- A central travel account (CTA) cannot be used to purchase airfare that includes personal time.
Receipts
- Must show proof of payment and meet other requirements.
- Are not required for incidental expenses less than $75.
Tips
- Reasonable tips of up to 20% are reimbursable for ground transportation.
- Other tips (e.g., hotel and restaurant staff) are considered part of the traveler’s meal per diem.