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HCDE Intranet

Travel Resources

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 facilitate this process, please see the travel approval process for appropriate forms to complete.  When making travel plans using federal funding, purchasing fully refundable tickets is highly recommended, as the cost of an unused ticket is not allowable on federal awards. See refundable vs non-refundable airfare for more detail.

This guide is to assist department travelers through the travel process while adhering to the University of Washington and HCDE travel policies.  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 with non-reimbursable expenses, and incurring personal financial responsibility.

Travel approval process

Approval for travel is restricted to essential travel only, regardless of funding source.  We recognize that travel may be critical to achieving key educational and research milestones, and HCDE’s process is to ensure the department complies with all travel funding policies.  For example, when requesting the use of department funds, that requires approval from both the department and the COE Dean’s Office.

For all travel requests, please be prepared to provide details about the funding source(s), any backup funding source(s), expenses (including any past and future expenses), and a rationale/justification for how it meets research and/or education needs (ie. Business Purpose). Not all grant funded travel require Dean approval, however the form assists with communicating travel plans with the department.

Note:  the department aims 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.

Paying for your trip

HCDE offers a few options for paying for travel expenses such as airfare, hotel accommodations, and registration before travel.

Department CTA - travel agency

We work with UW contracted travel agencies that can book airfare and hotel accommodations using the department CTA card on your behalf.  Agencies do include a service fee ranging from $25-50.

  • Email HCDEfiz@uw.edu with your travel approval(s) and budget information, then we will connect you with the current agency options.
  • For any UW contracted Travel Agency assistance, it is required to contact the HCDE fiscal team first, for approval and visibility.
  • If you are arranging travel for a group, locally (within 50 miles) or out-of-the-area, please use the HCDE Conference - Workshop Organizer to help communicate expenses with fiscal staff.

Conference and workshop registration

If you’d like assistance to use the departmental ProCard to pay for your conference, workshop, or membership registration fees, please contact HCDEfiz@uw.edu. Provide your budget/worktag info, approval(s) with business purpose, and event details along with the request.

Reimbursement: out-of-pocket purchase

Traveler pays for travel-related expenses and submits a request for reimbursement to HCDEfiz@uw.edu.  Please review the Travel Reimbursement Guidelines for Supporting Documentation (below) prior to travel and before you submit your reimbursement. The Fiscal Team will assist in processing your reimbursement and reach out with any questions or next steps.

Per diem advance  

This method is available on a case-by-case basis and for UW employees only. Please review the Travel Services - Travel Advance information and guidelines. Email the department administrator describing your circumstances and they will provide additional information.

Resources:  UW Travel Discounts, Travel Services - Receipts & Record Retention

Refundable vs. non-refundable airfare

Sponsored awards

When using federal or sponsored funding, refundable airfare is required by sponsoring agencies, and thus, unused non-refundable airfare may not be charged to a federal award in any circumstances. See the PAFC webpage for more information. However, we understand that this may exceed what is budgeted. If you decide to go with a non-refundable fare, understand it is a non-reimbursable expense on this funding if the trip is cancelled for any reason; or you or your faculty sponsor would be responsible for any associated costs or reimbursing the department.

Department funding  

When using department funding, there two options:

  • Book through a UW-approved travel agency – this ensures compliance with UW policy and allows use of the department CTA, but it does include a service fee (~$25-$50).
  • Book independently and request reimbursement – this offers more flexibility (ie. non-refundable fares), but if the trip is cancelled, you or your faculty sponsor would be responsible for any associated costs or reimbursing the department.

Resources: Travel Services Change/Cancellation of Travel Plans and Travel Planning.

How to get there - transportation

It is not recommended to book package deals through a fare aggregator such as Expedia, Travelocity or Orbitz. Package deals may be taxed or not reimbursable due to non-compliance with receipt documentation. See Package Deal Policy.

Airfare

Alaska Airlines currently is the State Contract Air Carrier that provides a base level price with State Contract Rates. 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 purchasing your ticket so you do not risk not getting reimbursed for the full amount of your ticket without meeting these exceptions. 

Review travel update as of March 14, 2025 and resources from the Travel Services webpage on Airfare, including the Fly America Act, Personal Time that describes how to find a Comparison Airfare, and more.

Ground transportation

Trains

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

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

Please contact HCDEfiz@uw.edu for any questions or concerns prior to travel.

Car rental

Check out the Travel Services details for car rentals and UW contract agreements with Enterprise / National car rental companies. Car rentals are restricted to UW Business Only use and not authorized for any personal travel.

Important: Your name must appear as the primary driver on the rental car agreement without exceptions.  Final rental agreement, post travel, including required details is necessary for reimbursement documentation.

Driving your own car

See the Travel Services website for details and current mileage rates. Find a link on the Travel forms webpage to record your trip using the mileage log template.

Car service

All car service (Uber, Lyft, Taxi, etc.) expenses require receipts and are not allowable under the $75 Supporting Documentation Waiver Policy.  See Travel Services for information on policies.

Note:  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.

Resources:  Travel Services - Ground Transportation

Foreign Travel

All official international travel is required to be registered with the Office of Global Affairs (OGA) through the UW International Travel Registry before the expected departure date. Travelers to high-risk destinations have additional requirements pursuant to the section on Restrictions on Travel to High-Risk Destinations and Travel Warning Waivers.

  • High-Risk Destination - Locations identified as high risk by the U.S. Department of State, the Centers for Disease Control and Prevention, or other relevant authorities, including University International Travel Rules and Restrictions.
  • Official International Travel - International travel that is funded, sponsored, administered, arranged, or approved by the University. This includes any international travel undertaken as a representative or otherwise under the auspices of the University, such as participation in research activities, conferences, meetings, or clinical rotations.
  • Traveler - Any University faculty, staff, or academic personnel who participates in official international travel.

University policy states that failure to register official international travel in accordance with this policy may result in a traveler being ineligible for University funding, reimbursement, and other travel-related resources. In addition, failure to register may endanger the traveler’s health and safety while creating significant risk for the University and units involved with official international travel. Repeated noncompliance could subject the traveler to disciplinary action.

Students traveling on their own to a conference or to participate in any other non-curricular, UW-related activity, are required to register with Travel Registration & Insurance Purchase (TRIP) per the UW Student International Travel Policy. These trips typically last less than a month, since they have no academic or curricular output.  

Employees (faculty, staff, other academic personnel) on official UW travel abroad are required by UW policy to register their travel.  Personal travel does not and should not be registered; it is not eligible for UW Global insurance.

Resources: UW Policy Directory - Official International Travel, International Travel Rules & Restriction Policy.

Lodging, meals, and incidentals

Lodging

Please see Travel Services Per Diem information to determine the total amount allowable for your lodging reimbursement.  Search the city/county/country based on your conference or workshop location, and if domestic or international.  The webpage has helpful tips such as how taxes and fees apply, and for lodging exceptions with the 150% rule.

Notes:

  • Splitting lodging costs is a common occurrence, however please note that the reimbursement must go to the traveler who actually paid for the expense.  The payee will be reimbursed from each funding source for all travelers, rather than paying your shared amount directly to the payee and requesting a reimbursement yourself.  See claimant.
  • The department does not allow for use of the CTA to purchase AirBNB lodging.  Payment to book your reservation must be made out-of-pocket and reimbursed through a Travel Reimbursement request.

Resources: Travel Services - Additional Lodging Guidance.

Meals

Please review Travel Services information on meals and policies, such as how to determine your travel status with start/end dates and times, provided meals, meals paid for others.  Search your travel location based on city/county/country to determine the daily or meal amount allowed for Per Diem.

Incidentals - miscellaneous expenses

Travel Services has a list of Miscellaneous Expenses listing some travel expenses that you might incur during your trip such as baggage fees, tips for car service, gas, etc.

Personal time

Please see Travel Services information and eligibility requirements for Personal Time during your travels. Please contact HCDEfiz@uw.edu for any questions or concerns prior to booking your travel.

Non-reimbursable expenses

Please see Travel Services list of non-reimbursable expense examples and guidelines (ie. points, rewards, credits such as Uber Cash, and airline miles are non-reimbursable).

Travel reimbursement procedure

Send an email to HCDEfiz@uw.edu for your reimbursement for expenses you incurred. Every request for reimbursement must include the following:

  • Proof of funding and purpose of travel
    • HCDE Dean Travel Exception (if applies)
  • 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). In the table below, review what is required to ensure that you have the appropriate supporting documentation based on the travel expenditure.
    • Vendor name
    • Description of purchase
    • Amount paid
    • Date paid
    • Proof of payment

Guidelines for supporting documentation

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 receipt 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.

UW travel service resources