UW-wide travel and food purchasing restrictions, effective March 14, 2025
Travel and training
All non-essential travel must be cancelled at this time, regardless of funding source. We recognize, however, that certain travel may be critical to achieving key education or research milestones. In such cases, exception requests will require approval from both the department and the Dean’s Office. To facilities this process, please submit this Google Form. We will aim to review submissions within 1-2 business days, and the Dean’s Office will conduct weekly reviews. Please allow 7-10 business days for a final response.
To complete this form, please be prepared to provide details about the funding source(s), any backup funding source(s) (especially if the primary source is at risk), and expenses (including any past and future expenses), and be able to provide a rationale/justification for how it meets research and/or education needs.
- For those with future travel plans on any university funding source (even if all expenses have already been incurred and/or reimbursed): please complete the Google Form.
- For PhD students planning to use HCDE travel funds: request HCDE/COE travel exception approval first. After you have received HCDE/COE travel approval, you can proceed with using (if already approved) or requesting approval for travel funds.
- For students planning to use grant funding: please read our Travel Resources page and work with your faculty/PI for documented approval prior to completing the form.
When making travel plans using federal funding, purchase ONLY refundable tickets. When a non-refundable ticket is purchased but cannot be used, the department must pay the cost. The cost of an unused ticket is not allowable on federal awards.
Food
We’ve been asked to take a more conservative approach to food and catering expenses across all funding sources. While we recognize the value these expenditures can have for engagement and morale, adjustments will be made to bring spending more in line with current priorities. This may include scaling back on food for certain events or rethinking the frequency and format of regular gatherings. We appreciate your understanding as we explore more cost-effective approaches moving forward.
Other ativities that incur costs
We’ve been asked to temporarily hold off on activities that may not be considered essential at this time. As a result, we will be reviewing current efforts to determine what falls into that category and will follow up with any impacted individuals or groups as needed.
We understand that these changes may feel disruptive, and we truly wish the circumstances were different. We also recognize that the process may seem complex at times, and we appreciate your patience as we work to ensure our department remains aligned with the broader practices of the College of Engineering, which supports multiple departments including the Allen School. If you have any questions are concerns, please don’t hesitate to reach out to Department Chair Julie Kientz (jkientz@uw.edu) or Department Administrator Summer Dela Cruz Parkes (sldc@uw.edu) – we are here to support you.