Types of Travelers

Who must comply? 

Foreign National

Prospective Employees

Sabbatical

Consultant

Research Study Participant/Companion

Who Must Comply with Policy? 

• ALL traveler types being reimbursed on University of Washington funding
  • Ex: UW employees, UW students, non-UW, faculty/staff candidates, volunteers, etc.
• Contractors (consultants), unless there are specific contractual arrangements modifying travel reimbursement

**See Policy Accountability page for more information

Foreign National

Foreign Nationals are travelers on UW business who are not a citizen of the United States

Documentation

Required for non-UW when the traveler is entering or leaving the United States**

• All visa types besides Canadian citizen require a copy of the traveler's electronic I-94 (this can be obtained for the traveler using their passport information)
• All visa types require a copy of the traveler's identity page from their passport
• Canadian citizen can attach an enhanced driver's license, trusted traveler card (NEXUS, FAST, SENTRI) or traveler's driver's license and social insurance card in lieu of identity page from passport

**This documentation must be attached to DocuSign for Travel review. Docusign

Restrictions

• B2/WT visa types are limited to 9 days of reimbursement every 6 months

Prospective Employees

• Travel expense reimbursement for prospective employees is limited to applicants being considered for faculty, professional staff, and classified staff in a supervisory role
• Travel expenses for classified staff may be reimbursed when the position is essential to carrying out critical work of the department and approval/justification is attached to the miscellaneous payment from an 'authorized person' 

Expenses are considered relocation once the prospective employee is hired and the individual is in the process of their final move. 

Given the recruiting nature of prospective employee travel, there may be instances where family expenses may be allowable when normally non-reimbursable. The following comparison may be used as guidance by the department in assisting with making the determination: 

Expenses are more likely to not be allowable when: 

• No formal request for family member to attend event(s)
• Family members are not required to attend meetings, given advanced assignments, or make presentations at the event(s)
• Family member performs only "helpful" services, such as limited note taking, secretarial services, etc.
• Only UW employees and family members attend event(s).
• Family members participate in substantial tourist activities (shopping, sightseeing, etc.)
• Children or other family members make trip

Expenses are more likely to be allowable when: 

• Spouses are required to attend meetings, given advanced assignment, or make presentations at the event(s)
• Family member performs "necessary' services by acting as a representative of the University in a substantial manner
• Non-UW individuals (donors, alumni, recruits, etc.) attend event(s)
• Family members do not participate in tourist activities
• Children or other family members do not make trip 

**Note that house hunting or other tourist like activities personal in nature involving the prospect or family would not be considered an allowable expense. 

Sabbatical 

• Travel reimbursement during a sabbatical requires written approval from Chair/Director or Dean/Chancellor
• Attach letter of approval to the expense report in Workday
• See Sabbatical Leave from the Office of Academic Personnel for additional info

Consultant 

• Travel reimbursement for consultant is to be reimbursed through the Workday Miscellaneous Payment module. Contact Procurement Customer Service for additional guidance. 

Research Study Participant/Companion

Purpose:

This policy establishes the framework for reimbursement of travel expenses incurred by Research Study Participants and Companion Travelers in connection with participation in University of Washington research protocols. It is designed to ensure timely and reasonable reimbursement of legitimate participation-related travel expenses while maintaining compliance with applicable federal tax rules, sponsor terms, and University financial controls.

Authority:

This policy is issued pursuant to Washington State Administrative & Accounting Manual (SAAM) Chapter 10, Section 10.10.05, which provides that state travel rules "may be used as a guideline for the payment of legally authorized travel expenses for [...] other clients of the agency." The University of Washington classifies Research Study Participants, as defined in this policy, as "other clients of the agency" for purposes of SAAM 10.10.05.

Reimbursements issued under this policy comply with IRS Accountable Plan requirements, preserving non-taxable treatment of substantiated travel expenses to Research Study Participants

Definitions:

For purposes of this policy:

• Research Study Participant: an individual who:
  • Is enrolled in a research protocol reviewed and approved by a University of Washington Institutional Review Board (or an approved external IRB of record);
  • Has provided informed consent, or is exempt from the consent requirement per IRB determination;
  • Is not a University of Washington employee acting in the course of employment; and
  • Incurs travel expenses that are necessary to participate in the protocol, including but not limited to screening visits, study visits, procedures, follow-up appointments, or specimen collection required by the protocol.
• Companion Traveler: A caregiver, family member, or other individual traveling with a Research Study Participant when:
  • The protocol or sponsor requires or authorizes such accompaniment, or 
  • There is written documentation from the treating physician or clinical team confirming medical necessity for the research study participant to travel with a companion.

Expenses: 

• Meals
  • Meal expenses reimbursed to research study participants and their companion traveler must be ordinary, necessary, and not lavish or extravagant. Study teams are responsible for ensuring that all reimbursement for travel expenses meets this standard.
  • Research programs may reimburse research study participant meal expenses using either of the following methods, applied consistently within a study:

• Lodging
  • Lodging expenses may be reimbursed using either the following methods, applied consistently within a study: 

• Airfare
  • Economy Class: 
    • Economy class airfare is the standard for research study participant travel. Reimbursement for economy fare requires no additional approvals beyond standard study participation documentation. 
  • Business or First Class Upgrades
    • Upgrades to business or first class are permitted only under the following circumstances and are subject to the tax treatment described below:

¹Participants who voluntarily purchase a business or first-class upgrade without sponsor approval may be reimbursed up to the equivalent coach/economy class airfare when a valid airfare comparison is provided. Any additional cost is the participant's responsibility.  

• Ground Transportation, Parking, and Mileage 
  • The following are reimbursable to Research Study Participants with appropriate documentation: 
    • Personal vehicle mileage at the IRS Standard Business Mileage Rate in effect on the travel date, supported by a mileage log identifying date, purpose, and start/end locations;
    • Rideshare, taxi, and public transit with receipts;
    • Parking fees with receipts;
    • Rental car when necessary for study participation, in economy or standard class, with receipts and documented business justification. 

Companion Travel:

• Travel by a caregiver, family member, or other individual accompanying a Research Study Participant is reimbursable under this policy when the sponsor approves, and the research team determines that the companion's travel reasonably supports or facilitates the research study participant’s participation in the study, or written documentation from the treating physician or clinical team confirming medical necessity for the research study participant to travel with a companion. Reimbursement for caregiver travel follows the same standards, per diem benchmarks, and documentation requirements as the Research Study Participant's own travel.
• Reimbursement of companion travel under this policy is not routed through the University's Disability Services Office. If applicable, medical necessity documentation supporting companion travel should be maintained at the departmental or study level in restricted-access records, consistent with the study's record retention policy, and should not be included in central financial processing systems. 

Documentation Requirements:

• Study teams must retain the following documentation for all research study participant reimbursements: