Approvals | Travel Services

'Authorized Person' Defined

General Fund Budget
- Head of organizational unit in which the funding is assigned or head's authorized designee*.
Grant or Contract Funding
- 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.

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 Portland, OR does not require pre-trip approval.
Approval must come from an 'authorized person' defined above.
Must be issued on UW Academy Cost Centers

Must be attached to the expense report or kept on file with the department.
Can be provided on a trip by trip basis - see sample approval form
Can be provided as a blanket for one calendar year - see sample approval form
- 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
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.

Optional Workday module to use for funding pre-encumbrances
May be used as a department's central pre-trip process or in conjunction with their current process
Spend Authorizations are required to be reconciled and closed once travel is complete
Closing Spend Authorizations:
- Expense Data Entry Specialists (EDES) are to close out their unit's Spend Authorizations.
  - If the above does not happen, Procurement Services will perform a quarterly Mass Close.
    - After 1 year from the Spend End Date
    - Spend Authorization has Expense Reimbursement with a "Paid" Status
    - Spend Authorization does not have an Expense Report(s) created

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
  - See blanket requirements in pre-trip approval section above
For medical accommodations, see recommended ADA guidance
See sample approval form

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
See sample approval form

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
See sample approval form

Requires justification and prior written approval from an administrator or higher.
See sample approval form