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:
This class will be remote/online using the Zoom webinar online meeting platform.
On class day you will need to access the presentation using the following link:
https://washington.zoom.us/j/93754664429
You will have the option to call in or connect via computer speakers/headphones to listen in. Questions will be addressed using the Q&A function in the Zoom toolbar.
Topics
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.
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".
Delta Business Travel is a booking platform that allows the University of Washington to book business travel directly on delta.com and the Fly Delta app. UW business travelers will be able to access the university’s negotiated rates, utilize corporate forms of payment, self-service bookings and automated syncing of business trips and receipts back to the university.
Please email travel@uw.edu with the following information:
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).