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.
In order for HCDE's administrative staff to process travel reimbursement expeditiously, travelers are required to fill out the HCDE Travel Authorization / Reimbursement Request Form.
How to get there: Transportation Modes
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.
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.
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
Paying for your Trip
(General info below, and additional details related to miscellaneous expenses on the UW's Travel website). Please note that we can pay for your trip with a variety of approaches.
- Per Diem Advance
You may receive travel money before your trip. The amount of the per diem advance is based on federal meal and lodging rates (administrative staff will sort this for you). However, this option is only available to travelers who will be employed after the date they return from traveling.
- Department pays for expenses before you travel
HCDE can pay your airfare, hotel registration, and other miscellaneous expenses before your trip. See department Fiscal Specialist for more information.
- Reimbursed after you return
You may pay for your expenses and submit receipts for reimbursement upon your return. Please email email@example.com. The Fiscal Team will process an Expense Report (ER) for reimbursement. Please save all receipts! Although the university policy does not require receipts less than $75, our department policy requires all receipts, regardless of amount. Daily food receipts will be reimbursed at a federal per diem rate (domestic or foreign) that varies depending on what city, county, and country you are traveling to (destination). For lodging, you will need to provide the hotel folio.