COE Travel Guidelines

The ��ߺ�� has minimal travel restrictions, but all travelers must follow and procedures before making travel arrangements.This page outlines the steps for booking, paying for, and getting reimbursed for travel while ensuring compliance with university policies. If you have any questions, please reach out to edfiscal@uw.edu for assistance.

*Please note UW policies may be updated at any time. Please check back regularly to ensure you have the most current information.

Common Travel Questions

How Do I Book Business Travel?

Before traveling, you must complete a Travel Pre-Authorization in TREQ. Once completed, email edtravel@uw.edu with the approved Travel Pre-Authorization to book your travel.

How Do I Pay for Travel?

The ��ߺ�� prefers travelers to use a Central Travel Account (CTA) for airfare and lodging to avoid out-of-pocket expenses. For other costs, such as registration fees, a ProCard can be used.

If necessary, travelers may use personal funds and request reimbursement through TREQ. You may also request pre-trip reimbursement for airfare, lodging deposits, and conference registration fees with prior approval and proof of payment.

💡 Tip: Keep all receipts for reimbursement, except for meals.

How Do I Get Reimbursed for Travel Expenses?

To receive reimbursement, submit a Travel Reimbursement request in TREQ after your trip. Note that all reimbursements require a Travel Pre-Authorization to be completed before travel.

What Should I Do If My Travel Plans Change?

If your plans change after you have been reimbursed, you must return the funds by writing a check to the ��ߺ��:

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Attn: Finance
222 Miller Hall
UW Box 353600
Seattle, WA 98195-3600

What Are the Best Practices for Business Travel?

Ensure your travel is work-related, critical, and necessary for state business.
Book travel at the most economical price allowable under State/University travel policies.
Always obtain pre-approval by submitting a Travel Pre-Authorization in TREQ.
Identify all sources of funding and obtain prior approval from your department or PI.
If you plan to take personal time during your trip, include an airfare comparison.
Check if your funding source has special travel requirements or restrictions.

COE Travel Policies & Best Practice

Lodging

Lodging per diem is a set amount that can be spent based on business travel location.
The hotel rate should not exceed the government per diem rate at the . For Foreign per diem rates, please check .
- Exceptions include if it’s the conference hotel, or is significantly closer to the business location, if it is for a special event or disaster, or if it complies with the Americans with Disabilities Act or addresses a health and safety concern.
- Over Per Diem Documentation Required: An official document from the conference/meeting organizers indicating the hotel as the conference location or one of the recommended hotel locations.
  - For the vicinity clause, a Google Maps verification shows the hotel as less than 5 miles from the official conference location.
  - Official conference/meeting location documentation is required to verify the location.
It is not recommended to book package deals through Kayak, Booking.com, and Expedia, as they don't provide itemized receipts that meet UW standards. Instead, book directly with the hotel or airline.
After submitting your travel pre-authorization, contact edtravel@uw.edu or your budget manager to see if you can use the College's CTA account for lodging.
Only commercial lodging facilities are allowed.
- This includes businesses, non-profits, or governmental entities that provide lodging accommodations for a fee.
- VRBO or Airbnb are considered commercial lodging facilities and may be used. Before booking, ensure you know all fees are included in the per diem rate.
If the hotel room is shared, receipts must be obtained that indicate each person’s payment information.
Hotel Parking: Valet parking is NOT reimbursable unless required by the hotel.
Tips for Maid Service or Concierge are NOT ��𾱳��ܰ��.

Meal Per Diem

Meal per diem is an allowance that does not require receipts, and reimbursement is based on travel status times.
- Covers: basic cost of meal, sales tax, customary tip/gratuity, and incidental expense
- The per diem rate was found at the . For the Foreign per diem rate please check .
- Travel Status Times - Please include flight itinerary or note travel start/end times.
- Since meal per diem is treated like an allowance based on start and end times of travel status, there are no exceptions to go over the meal per diem allowance.
Meals provided by the hotel or conference are included in the per diem allowance.
- Meals included in the price of lodging (such as breakfast), registration fee, or any other provided meals
Alcohol will not be reimbursed unless it is done so with discretionary gift funds.

Airfare & CTA

Airfare

When purchasing tickets, choosing the most economical and reasonable option is important.
- Any additional costs incurred from combining personal and business travel will be the traveler's responsibility. A cost comparison must be done at the time of booking.
An itemized itinerary is required
Standard Economy fare (also known as "coach," "standard," or "main cabin") is the preferred option.
Business or First-Class travel is only allowable for international flights over 14 hours or for medical conditions that have been pre-approved by the sponsor and in line with UW policy (a letter from the Dean is required).
- You must provide a specific business or medical reason for your travel and request approval accordingly.
Baggage fees are reimbursable for up to TWO bags.
Charges for seating choice or priority boarding are NOT eligible for reimbursement.
In-flight internet expenses are ��𾱳��ܰ��.

CTA (Central Travel Account)

The CTA credit card covers travel-related expenses, including airfare, hotel accommodations, train, and bus tickets.
To determine your eligibility for CTA usage, please consult your budget manager and email edtravel@uw.edu for guidance. If authorized, coordinate with a travel agency to secure bookings, which require prior approval from edtravel.
Important Guidelines Include:
- The CTA cannot be utilized for trips that include personal time.
- Only room charges and taxes may be charged.
- Personal expenses are strictly prohibited.

Ground Transportation

Car Service / Ride Share

Example: Taxi, Cab, Uber, or Lyft
Passengers are only eligible for standard class. Please select the most economical cost.
Any upgrades purchased for personal convenience are not ��𾱳��ܰ��.
- Fees for Priority Pickup Upgrades, Wait Times, and Car Service types that are not the standard "UberX" or "Lyft" require for reimbursement.
If an Uber Comfort/Lyft Comfort is lower in cost in comparison to the standard Uber/Lyft, the traveler must take a screenshot at the time of booking as proof for documentation.
Uber Cash, Rewards, or Points are NOT reimbursable payment methods.
Wait Time Fees are non-��𾱳��ܰ��.
Receipts are required for all car services.

Rental Cars

Car class charged on final agreement can be up to a full-size sedan.
- Any class higher than full size requires justification.
ALL drivers on the final rental agreement must be on UW business, or the entire amount of the car rental is not reimbursable
Final rental agreement (itemized) is required for reimbursement.
- Name of driver/additional drivers
- Car class charged
- Pick-up/Drop-off information
- Itemized charges
- Itemized insurances
- Proof of payment
Gas for rental is reimbursable as a separate expense or on the final agreement

Mileage, Parking, Tolls & Ferry

Fill out the
- If meal per diem is being reimbursed, please note the start/end travel time
Attached maps from Google, Bing, or MapQuest
Daily commute to/from duty station cannot be reimbursed, even on weekends.
Reimbursement for parking is allowed except for duty station parking. Valet parking is reimbursable only if required.
Tolls – Mandatory/Unavoidable toll charges are reimbursable (Example: SR 520)
Travelers driving a personal vehicle onto a ferry should deduct any distance traveled over water from their total mileage claims. Reimbursement for ferry expenses will be based on the receipt amount.

For more information, please visit the page on the UW Travel Services website.

Personal Time

Prior to travel, obtain a comparison airfare demonstrating that combining personal travel would cost the same or less than regularly scheduled travel.

It’s recommended to obtain the airfare comparison at the time of booking. If not, a future comparison with similar parameters can be created to produce an itinerary.
The comparison itinerary can come from:
- Another traveler’s itinerary, provided it accurately reflects what the traveler would have done for business only.
- A travel agency, an online travel provider, or direct from the airline.
Some example online providers:
- Google Flights, Kayak, or Expedia
Reimbursement will be the lesser amount between the comparison airfare and the actual itinerary influenced by personal travel.
The following information is required for the comparison flight:
- Origin and Destination
- Flight Dates
- Flight Class
- Total Amount
Please provide the exact dates, times, and locations of your personal travel.
- For example: 11/15 at 11 am to 11/18 at 3 pm in Boston, MA
Expenses incurred during personal time are NOT reimbursable, including rental car, gas, or airport parking - those expenses will be prorated.

For more information, please visit the page on the UW Travel Services website.

Non-Reimburseable Examples

Please note that this list is not exhaustive; these are just common examples of expenses that are not reimbursable. If an expense is not mentioned in the , this does not guarantee that it is an allowable expense for travel reimbursement.

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Alcohol: Generally, not reimbursable unless the funding allows it on a discretionary budget.
Continuing education credits: Not reimbursable, unless otherwise specified by the UW Tax Office.
Expenses purchased with rewards programs (mileage points, credit card rewards program, my wallet funds, gift cards, etc.) are not ��𾱳��ܰ��.
- Bitcoin is not an allowable purchase method.
Expenses related to negligence 
- Missed, changed, or canceled flight expenses due to negligent travel planning
- Fines for parking tickets, citations, or infractions received while on UW business
- Delivery of fuel for car rental or personal car
- Retrieval of keys from locked vehicles
- Jump-starting vehicle or towing
Gifts are not reimbursable without consulting with Procurement.
Ground transportation to meals and certain personal ground transportation expenses are not ��𾱳��ܰ��.
Incidental expenses are not reimbursable separately as they are covered in the traveler’s meal per diem allowance.
- Foreign transaction/processing fees, currency exchange/conversion, ATM, or duty tax fees.
Medical insurance & medical/hospital fees are not ��𾱳��ܰ��.
Expenses for lodging in a non-commercial lodging facility are not reimbursable unless specified by per diem eligibility.
- Ex: (staying at a family/friend/acquaintance house/timeshare and them writing a receipt)
Optional conference/meeting events that are social in nature.
Personal and personal preference/convenience expenses are not ��𾱳��ܰ��.
- Childcare, Travel expenses related to spouse/dependents, Personal electronic accessories
- Hotel fees not required for business
  - In-room movies, Alcohol (minibar), & Other optional amenities
- Expenses related to personal preference/convenience
  - Valet, Airport lounge fees, or High occupancy lane (HOT) tolls - i.e. i405 tolls in WA
Travel Insurance and Trusted Traveler Programs (TSA pre-check, Nexus, global entry, etc.) are generally not reimbursable unless required by the program or unavoidable.

Receipt & Proof of Payment Policy

Receipts are required for ALL purchases.
- $75 Execption: For miscellaneous expenses (public transport, tolls, gas, parking, in-person purchases, etc.) under $75, please add a note in TREQ that the receipt is missing and upload alternate documentation (bank statement).
The UW requires travel reimbursement requests to be submitted no later than 90 days after returning from your trip.
The last four digits are not required. It is acceptable if it states “VISA,” Credit Card, Cash, Venmo, or PayPal.
If no payment method is stated and only ”PAID” is stated, a bank or credit card statement should be attached as additional documentation.
- Please redact any sensitive/personal information
Conference programs/agendas must be submitted with your travel receipts.
Expenses paid for with rewards programs, such as mileage or credit card travel points, gift cards, and personal rewards programs, are NOT eligible for reimbursement.
If a group splits an expense, we can only reimburse the person who paid.
Foreign Currency
- Expenses in a foreign currency must be converted to U.S. dollars
- Allowable Documentation: Credit card statement, Exchange rate on receipt, Currency quote - attach proof and use the date of payment or first/last day of travel, or Currency Converter Tools (or )

Last Updated: 2/24/2025

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