Frequently Asked Questions

This is not a proper audit trail.  It is not reimbursable, Either split payment to the vendor directly and obtain receipts showing both payments made or have one person pay for the entire expense (see claimant). 

No, travel expenses for spouses and family are not reimbursable. Spouses and family must have a bona fide business purpose when participating in UW business. 

Examples of a bona fide business purpose:

• Required attendance at business meetings
• Presentation at business meetings
• Officially hosting a University event if the host function includes the planning of the event, and where attendance is required because the spouse is responsible for certain logistics of the event
• The primary purpose of the spouse’s attendance is to serve in University business, and the spouse spends more time on business activities than on personal activities during the trip
• The presence of the spouse is essential to the function

Examples that are not considered a bona fide business purpose:

• Situations where the spouse attends because he or she is “expected” to be present or where the spouse is present primarily to promote generosity or support for the University
• Situations where the spouse provides incidental business services, such as secretarial services, attending to scheduling matters or attendance at meals
• Attendance at receptions or dinners or assisting in entertaining students or donors
• Participation in tourist activities
• Attendance with children or other family members
• The presence of the spouse is only beneficial, not essential to the function/trip

If the department would like to continue to reimburse the spouse and family travel expenses when there is no bona fide business purpose, the department must do the following:

(1) Discretionary funding must be used. (The Resource Worktag must state one of the following: "RS100203 Discretionary Gift Resource" OR "RS100376 Other Discretionary Gift Resource")

(2) The spouse and family travel expenses will be considered taxable income to the traveler. 

(3a) For UW employees, please email travel@uw.edu with the employee name, employee ID #, expense report #, payment description, and spouse/family expense line item(s) amount. Please attach proof to the expense report.

(3b) For Non-UW travelers, please use the "Non-Employee Travel 1099 (SC2567)".

For spouse and family travel expenses regarding Prospective Employees, please see here.