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Travel Resources

Travel Updates 08/01/24:

  • As of 09/01/2024 all car service (Uber, Lyft, Taxi, etc.) expenses require receipts and car services are no longer included under the $75 miscellaneous expense receipt exception. 

  • Car service upgrades (e.g. Priority Pickup, Uber XL, etc.) are reimbursable with admin approval. Car service upgrade requests should be made with the Car Service Upgrade Approval form.

  • DSO/ADA update: Required Documentation has been simplified reimbursements no longer require email confirmation from DSO, however approval prior to travel must still be obtained.  

    • If request for an accommodation is requested after travel, there must be approval from the department administrator or dean. 

    • Annual renewal of DSO accommodation is only required for those who do not have permanent  conditions.  

How to get there: Transportation Modes
Paying for your Trip
Travel Reimbursement Guidelines for Supporting Documentation

The goal of this page is to guide department travelers through the travel process while adhering to the travel policies set forth by the University of Washington and HCDE. Department staff are here to assist, but it is the traveler's responsibility to fully understand the rules and regulations. Failure to comply may result in not getting reimbursed.

How to get there: Transportation Modes

Airline

Alaska Airlines currently is the State Contract Air Carrier that provides a base level price. You must use a State Contract Carrier unless your flight meets one of the following exceptions:

  1. You find a cheaper flight.
  2. The contract airline does not have a flight that meets your needs.
  3. There are no seats available on a particular flight.
  4. There is no contract airfare to the particular destination.

You will likely find a cheaper flight with a non-State Contract Carrier, but it is critical that you consult the base level price before you purchase your ticket. You risk not getting reimbursed for the full amount of your ticket if you do not meet one of these exceptions. Find contract airfare rates here.

Trains

You can be reimbursed for the actual cost of your train ticket if one of the following conditions are met:

  • You provide comparison airfare documentation and the train is cheaper
  • You have prior approval from the budget PI, Administrator, or Grants Coordinator
  • You have extenuating circumstances that do not permit you to travel via air

Please submit documentation with your reimbursement request prior to travel departure.

Car rental

Check UW's travel website for details. Your name must appear as the primary driver on the Rental Car Agreement without exceptions.

Driving your own car

Check UW's Travel website for the mileage rate.

Car Service

  • As of 09/01/2024 all car service (Uber, Lyft, Taxi, etc.) expenses require receipts and car service is no longer included under the $75 miscellaneous expense receipt exception. 
  • Car service upgrades (e.g. Priority Pickup, Uber XL, etc.) are reimbursable with admin approval. Car service upgrade requests should be made with the Car Service Upgrade Approval form  

Paying for your Trip

HCDE offers four (4) options for paying for travel expenses such as airfare, hotel accommodations, and registration.

  1. Department CTA account
    • Our Fiscal Team will work with you to book airfare, hotel accommodation, and conference registration that is charged directly to a department account. 
  2. Travel Agency
    • We work with two (2) travel agencies that can book airfare and hotel accommodations on your behalf.
      • CTM
        • Email hcdefiz@uw.edu and we will get you in contact with CTM.
      • Tangerine Travel
        • Email: uw@tangerinetravel.com
        • Phone: 1-800-678-8202
        • Sign up/Login through the Booking Portal
  3. Reimbursement for Out-of-Pocket Expenses
    • You incur all travel-related expenses and submit a request for reimbursement to hcdefiz@uw.edu. The Fiscal Team will process your reimbursement and reach out with any questions. Please review the Travel Reimbursement Guidelines for Supporting Documentation (below) prior to your travel and before you submit your reimbursement. 
  4. Per Diem Advance – this method is available on a case-by-case basis and is only available to UW employees. Contact the department administrator for additional information.  

Travel Reimbursement Guidelines for Supporting Documentation

Prior to travel and when requesting reimbursement for travel expenses, please read through the following information to ensure you have the appropriate supporting documentation when incurring travel expenses. 

Every request for reimbursement must include the following:

  1. Proof of funding and purpose of travel.  
  2. Budget worktag/number and funding approval from PI, Dept Administrator, or Award Letter (e.g., DEI Mini Grant Award Letter).
  3. Itemized receipts with all pertinent information (translated if foreign) and proof of payment. In the table below, you will find expenses that have additional requirements. 
    • Vendor name
    • Description of Purchase
    • Amount Paid
    • Date Paid
    • Proof of payment

View reimbursement documentation visual examples (pdf)

Other common non-reimbursable considerations (View full list of non-reimbursable expenses):  

  • Points, Rewards, Credits (e.g., Uber Cash, Airlines Miles, etc.) are non-reimbursable.
Expense Type Description Action Required
Event Registration Fees

Conferences, Workshops, Competitions, Etc.
  • Event program/agenda showing dates/times.
  • Receipt / Invoice for registration that includes proof of payment and payment source (last 4 digits).
Airfare

Allowable: Main Cabin Fare without additional costs related to upgrades and/or personal preferences.

Upgrades are non-reimbursable except with prior approval.
  • Itemized reciept must include proof of payment source (e.g., credit card, check), departure and arrival dates and times, and the class of service.
  • If taking personal time, a comparison airfare should be acquired at the time of booking, and must include the full list of options. DO NOT screenshot options. Use the dates of travel as if you were traveling for the event/conference/meeting only.
  • Baggage fees are reimbursable and require an itemized receipt.

Itemized flight receipt example

Flight receipt example: Actual airfare

Flight receipt example: Comparison airfare
Ground Transportation

Ferry, taxi, rideshares (Uber and Lyft), Train, Bus, Rental car, and Gas from a personal vehicle.
  • Receipts must include date and class of service, payment method (must pay with credit, debit, or cash.), and a description of each ride that establishes the business purpose of the ride and any unusual circumstances.
Lodging (also see Shared Lodging)

Hotel Accommodations, Airbnb/VRBO, Booking.com, etc.
  • Reimbursement can only be up to the per diem rate of the location you are staying.
  • Receipts must include name, room rate, tax, length of stay, and proof of payment.
Shared Lodging

Shared Airbnb, Hotel, etc.
  • Reimbursement will be paid to the individual who is listed as the payee on the receipt.
  • Reimbursement can only be up to the per diem rate of the location you are staying.
  • Receipts must include name, room rate, tax, length of stay, and proof of payment.
Meals (Own) *Travelers should pay and claim their own meals unless there is a UW business need. This will reduce administrative burden.
  • See Meals Paid for Others if applicable.
  • You can claim meals per diem up to the GSA per diem rate of the travel location.
  • Must include all itemized receipts showing each item purchased.
  • Provide airfare, ground transportation, or conference/meeting agenda to determine per diem.
  • Provide a list of attendees.
Meals Paid for Others

*Travelers should pay and claim their own meals unless there is a UW business need. This will reduce administrative burden.
  • Itemized receipts regardless of cost
  • Documentation confirming the reimbursement is within allowable per diem for all meal participants.
  • Reimburse at actual cost, not to exceed allowable per diem for all participants.
  • Alcohol is excluded.
  • List of attendees and all required to be in travel status. If not, it will be processed as a non-travel reimbursement.

Itemized meal receipt example
Lost / Misplaced Receipts

Paid over the phone, lost physical receipt, no receipt was provided.
  • If a receipt cannot be obtained, please provide:
    • Itemized list of all expenses to include date purchased, vendor name, and total amount.
    • A redacted bank statement showing the charge, date, and name on the receipt.

Bank statement example
Changes / Cancellation

See list of allowable reasons for reimbursement. No exceptions.
  • Provide justification via email.
Upgrades

Airfare (e.g., Business Class) Rental Car (e.g., Sedan, SUV, van) Uber/Lyft (e.g., Priority Pickup, Uber XL/Black)
  • Airfare: Business/First Class requires Dean and Department Chair or Administrator Approval. Coach/Main Cabin/Seat Fees: Requires Department Chair or Administrator Approval.
  • Rental Car: Department Chair, Administrator, or PI Approval.
  • Uber/Lyft: Justification required.