Book & Pay | Rewards Programs | Package Deals
Itinerary & Receipt Requirements
Airfare Upgrades & Approval
Personal Time
Companion Fare
State Contract Fares
Travel Time in Excess of 14 Hours
Fly America Act
Book & Pay | Rewards Programs | Package Deals
See book & pay
Itinerary & Receipt Requirements
See receipts
Airfare Upgrades & Approval
See airfare upgrades
Personal Time
See personal time
Companion Airfare
Amount(s) itemized to the UW business traveler(s) is what is eligible for reimbursement:
| Example 1 | Example 2 |
|---|---|
| UW business traveler $400 (regular fare) | UW business traveler $99 (companion fare) |
| Personal traveler $99 (companion fare) | Personal traveler $400 (regular fare) |
| Reimbursable: $400 | Reimbursable: $99 |
See RCW 42.52.160
State Contract Fares
The UW also has access to Alaska Washington State contracted fares. These fares may be booked through a UW-contracted travel agency or Alaska's Atmos for Business Program. For more information and how to book, please visit the Alaska Airlines page.
Travel Time in Excess of 14 Hours
Travel time is calculated as the one-way from origin (airport) to destination (airport) including flight time and layovers. Documentation must include an itinerary with documented flight time. Do not include travel time to the airport or home from the airport.
Business class fare OR a foreign layover directly en route or at the final destination for brief rest period (not to exceed 24 hours) may be authorized, provided ALL the following conditions have been met:
- Business class upgrade is NOT ALLOWED ON FEDERALLY SPONSORED AWARDS. The layover option (brief rest period) may be taken on a federally sponsored award. See the PAFC webpage for more information.
- Have prior travel approval from an authorized person, can be on the out-of-state travel approval
- Origin or destination is outside the continental United States
Fly America Act
The Fly America Act is federal General Services Administration (GSA) policy that mandates the use of U.S. certificated air carriers for federally funded international travel. It is recommended to work with a UW contracted travel agency, as travel agents are experts in assuring Fly America compliance at the time of booking.
There are exceptions to using a US carrier, such as the when a US carrier is not available & the Open Skies Agreement that can potentially be met. See GSA Fly America Act for more information. For any questions regarding exceptions, contact GSA - travelpolicy@gsa.gov
Open Skies 'Cheat Sheet' from GSA's website:
Documenting exceptions: To document a Fly America exception or waiver, including under an Open Sky Agreement, you must include the following information in your travel reimbursement:
- A completed and signed internal agency Fly America exception form (Forms Page).
- A detailed travel itinerary from a travel agent or online travel service (i.e. Sanditz, Travelocity, Orbitz, or Expedia).
- The search results performed at the time of booking from an online travel service that document all available flights and the existence of the Fly America exception identified on the Fly America exception form, if applicable.