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Travel Services

Approvals

'Authorized Person' Defined
Pre-trip approval
Lodging or Meals within 50 Miles
Reimbursement System Approvals
Airfare Upgrades
Prospective Employee/Sabbatical/Consultant Travel

'Authorized Person' Defined

  • General Fund Budget
    • Head of organizational unit in which the budget is assigned or head's authorized designee*. 
  • Grant or Contract Budget
    • Principal investigator or departmental chair in which the grant or contract was awarded to, or an authorized designee*. 
  • When claimant is the 'authorized person' approval must come from their superior or superior's authorized designee*. 
  • *Authorized designee must be traveler's supervisor or higher. 

Pre-trip Approval

Requirements:

  • Required for out of state travel defined as travel to a location outside the state of Washington, Oregon, or Idaho. 
    • For example travel from Seattle, WA to Porland, OR does not require pre-trip approval. 
  • Approval must come from an 'authorized person' defined above. 
  • When lodging expense is over the allowable per diem, it is to be included in the approval. See exceptions to per diem

Documentation: 

  • Must be attached to the expense report or kept on file with the department. 
  • Can be provided on a trip by trip basis [sample
  • Can be provided as a blanket for one calendar year [sample]. 
    • Blanket approvals must be renewed annually
    • Blanket must include: 
      • Type of individuals (faculty/administrator, etc.) specific names are not required
      • Statement that travel is consistent with requirements of job responsibilities
      • Statement that appropriateness of reimbursable charges will be determined by an authorized person 
  • Specific trips included in funding proposal for sponsored research (grant/contract funding) do not require prior approval if travel is clearly defined in the documentation. 
  • Visitor's (non-UW) letter of invitation may fulfill the prior approval requirement. 

Lodging or Meals within 50 Miles

Reimbursement System Approvals

Airfare Upgrades

Requirements

  • Approval must include justification and be attached to the expense report
    • Email is acceptable for trip by trip basis approval
    • Approval can be a blanket good for one calendar year
  • For medical accomodations, see recommended ADA guidance

First Class

  • Requires justification and prior written approval from a Vice President, Vice Provost, or Dean (Director or Chancellor for Bothell and Tacoma campus) authority cannot be delegated

  • Restrictions apply on federally sponsored awards, see travel on federal funds

Business Class

  • Requires justification and prior written approval from a Vice President, Vice Provost, or Dean (Director or Chancellor for Bothell and Tacoma campus) authority cannot be delegated
  • Restrictions apply on federally sponsored awards, see travel on federal funds
  • For international travel in excess of 14 hours, see the 14 hour rule

Coach Upgrade/Main Cabin Upgrade/Seat Fees

  • Requires justification and prior written approval from an administrator or higher. 

Prospective Employee/Sabbatical/Consultant Travel