Travel update March 14, 2025
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.
Airfare purchases must meet Federal Uniform Guidance 2 CFR 200.475 (e) (1): Airfare costs in excess of the basic least expensive unrestricted accommodations class offered by commercial airlines are unallowable. UW Travel Services states federal awards restrict airfare purchases to refundable tickets and thus, unused non-refundable airfare may not be charged to a federal award in any circumstances. UW Post Award Fiscal Compliance further clarifies.
Type of Ticket
The least expensive unrestricted airfare is allowable. Unrestricted airfare allows for cancellation or changes with a penalty value that is less than the cost of the ticket. Airfare purchased on a restricted fare is allowable as long as the ticket is used. If the restricted ticket is not used, then the cost of the ticket is unallowable.
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:
- You find a cheaper flight.
- The contract airline does not have a flight that meets your needs.
- There are no seats available on a particular flight.
- 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.
- 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.
- 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
- CTM
- We work with two (2) travel agencies that can book airfare and hotel accommodations on your behalf.
- 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.
- 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:
- Proof of funding and purpose of travel.
- Budget worktag/number and funding approval from PI, Dept Administrator, or Award Letter (e.g., DEI Mini Grant Award Letter).
- 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. |
|
Airfare | Allowable: Main Cabin Fare without additional costs related to upgrades and/or personal preferences. Upgrades are non-reimbursable except with prior approval. |
Itemized flight receipt example |
Ground Transportation | Ferry, taxi, rideshares (Uber and Lyft), Train, Bus, Rental car, and Gas from a personal vehicle. |
|
Lodging (also see Shared Lodging) | Hotel Accommodations, Airbnb/VRBO, Booking.com, etc. |
|
Shared Lodging | Shared Airbnb, Hotel, etc. |
|
Meals (Own) | *Travelers should pay and claim their own meals unless there is a UW business need. This will reduce administrative burden. |
|
Meals Paid for Others | *Travelers should pay and claim their own meals unless there is a UW business need. This will reduce administrative burden. |
|
Lost / Misplaced Receipts | Paid over the phone, lost physical receipt, no receipt was provided. |
|
Changes / Cancellation | See list of allowable reasons for reimbursement. No exceptions. |
|
Upgrades | Airfare (e.g., Business Class) Rental Car (e.g., Sedan, SUV, van) Uber/Lyft (e.g., Priority Pickup, Uber XL/Black) |
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