Prepaid lodging receipts may state the prepaid date, payment method, amount paid, etc. The email confirmation may also show an amount of $0 due at the hotel (other than resort fees for selected hotels). 

For travelers to use a prepaid lodging receipt for prior-trip reimbursement, the lodging amount may be paid in full or as a deposit. 

Expenses paid on behalf of another are reimbursable but are not recommended.

If a spouse incurs travel expenses on behalf of the traveler, there are two options:

1. If the spouse and traveler are connected to the same credit card account, the traveler may be reimbursed directly. The department can clarify the context in a comment.
2. If the spouse and traveler are not connected, then a separate miscellaneous payment in the name of the spouse must be submitted claiming expenses on behalf of the traveler. Additionally, please note the context in a comment.

The Change/Cancellation Policy is sufficient in most instances for reimbursement when a non-refundable ticket is purchased. We recommend having a business purpose for purchasing a fully refundable ticket. 

The following car service types are considered the lowest logical cost/most economic

No, averaging room rates are not allowed. If they are under per diem, please create additional room rate itemization expense items. If they are over per diem, please add the Lodging Per Diem Overage itemization expense item and input the per diem exception with documentation. 

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:

Yes, mobile payment applications such as Venmo, PayPal, Apple Pay, and Google Pay, are reimbursable payment methods. Please contact your department if they have internal policies for additional documentation. 

Mobile payment applications are not allowed to be used for an Exchange of Funds. 

The following car rental class types are considered upgrades to the full-size sedan and will require a business justification for reimbursement:

• Premium/Luxury
• Minivan/Vans
• SUV
  • Compact
  • Midsize
  • Standard
  • Full-size
  • Premium
• Truck
• Electric Vehicle (EVs)
• Hybrid
• Jeep

Here are two methods to show how to input different daily rates:

Example: Traveler A went to San Diego from 7/3-7/5 and had two different nightly rates.

• Nightly Rate: 7/3 - $150, 7/4 - $100
• Daily Tax: $25
• Total: $300

1. Itemization > Daily Expenses > Edit

You can change the number of nights to 1 and input the amount into the "Daily Rate". To add the other nights, click on "Add".