uw travel reimbursement

Frequently Asked Questions

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Workday Expense

We recommend using Google Chrome when processing an Expense Report (ER) in Workday as it has reported the least amount of issues. 

Alternative web browsers  do work  but we have come across some minor bugs in them.  Mozilla Firefox  we have come across the most issues with over the years. 

We also recommend making sure that your Google Chrome is up to date and is set to automatically stay up to date . The Workday developers match the system with more current versions of web browsers so it's generally best to let your web browsers stay up to date. Here are some screenshots that walk through how to check on this for Google Chrome: 

All UW employee are able to create Expense Reports for themselves. For creating ERs on behalf of others, the Expense Data Entry Specialist Security Role must be assigned to the user. 

The initiator and individuals on the approval flow (Shared Environment Expense Specialist, Funding Manager) receive email notifications indicating the ER status unless each changes their own email notification preferences.  

After submitting an expense report, a questionnaire will appear to fill out regarding personal time. Under "Did you take any personal days or trips while traveling for business?", Select " Yes ". In the box below, please provide dates, times, and location of personal trave l. Airfare costs for destination other than the UW business location is not reimbursable and must be deducted from the total airfare cost.  Learn more about responsibilities during personal time.  

Click on the County Info link to identify if the city is in a high cost county for domestic locations.  Learn more.  Select Other when the location is not listed for Foreign and Non-Contiguous areas.  Learn more.

Receipts must be attached to ER for all expenses $75 or over and all receipts regardless of costs for airfare, lodging,rail, car rental, laundry, and meals paid on the behalf for others are required.

* Ensure you check with your department/medical center administrators on which receipts they require.

Miscellaneous Payments may be split by adding a line item. (Click Photo to Enlarge)

Expense Reports may be split under the Itemization or the Daily Expenses of expense items. Users can insert by clicking the Add button.  (Click Photos to Enlarge)

Please note: In the ER module, Workday does not allow equal splitting . Using the example above, it cannot be split $35 and $35 as this will cause a "Duplicate" error to appear. The workaround is to put $34.99 on Budget 1 and $35.01 on Budget 2. 

Here is an example for Lodging : (Department splitting 50% between 2 budgets)

For Room Rate, (1) the Confirm Number of Nights field must be the total number of nights (2) the Number of Nights field is the amount of nights being reimbursed by the budget .

Here is an example for Meals : 

Meal Per Diem budget splitting will be using a different Expense Item, Per Diem - Legacy/Reduced .

In the Memo Field Example: MPD Split 3 Budgets - Seattle, WA - Start 2/18 7AM - End 2/20 8PM

PCA codes will be changed into Worktags in Workday. Please input these Worktags into the "Additional Worktags" in the header or individually per line item.

Travel expenses paid by CTA and Procard will be recorded through a Procard Verification (Task: Verify Procurement Card Transactions) OR a separate expense report (Business Purpose: CTA Verification). They cannot be combined into an ER for Business Travel Reimbursement.

UW employees are no longer required to approve their expense reports and are not part of the approval flow process in Workday.

As of January 1, 2018, due to changes in the tax code, all moving and travel expenses regarding relocation has been moved to Workday through the Moving Expenses " Request One-Time Payment " Module. 

For UW Employees , input the total amount for all participants (including themselves) into the Lodging Per Diem item. If there is an overage, input the overage amount under the Daily Expenses in the Lodging Per Diem - Overage item and write into the memo field, "Claimant - # of travelers". Please enter the other travelers' names, purpose of trip, home address (city and state), and duty station (city and state) in the ER comment section.

Meals paid for others are separate from this and are reimbursed at actual costs as evidenced by receipts and cannot exceed the allowable meal per diem rate per person according to the location of travel.

For Non-employees , in the Miscellaneous Payment module, the initiator will choose Claimant in the Payee field.

If the ER is submitted and completely approved prior to 6:00pm, the check is issued the following day.

Select Wire from the Payment Type options. Include applicable information and attach to the ER in Workday with applicable receipts.

To review transactions in Workday Expense a UWNetid and password are required as well as a Workday profile. We have taken additional security measures to protect what may be considered sensitive information by limiting access to documentation: Attachments (receipts) and comments in the system will only be visible to those authorized on the ER business process: expense data entry specialist (if applicable), approvers, procurement analysts, and you the traveler of course.

Only use Workday Expense if you are reimbursing the traveler. Please be sure to provide proof of payment and commercial lodging facility. If reimbursing property management company contact Real Estate Office.

You may authorize the user to have enhanced accessibility. This role provides two links on the top left corner that help navigation and a scroll on lists rather than pages.

Log onto Astra

Choose Ariba Admin

Select enhanced accessibility under role

Click ok proceed to cart

The status of your expense report is right at your fingertips

This information is accessible for users by accessing their Expenses App in Workday:

From there, click on Expense Reports from the View menu:

Users can view all approved expense reports and then see what the status is.

Payment type will default to your default in Workday HCM.

See the Scanning Policy set forth by UW Records Management for more information 

See the Scanning Policy  set forth by UW Records Management for more information.

Please note this is currently a Work In Progress . Travel Services is working with the FT Design Team to complete this procedure. 

Per Diem no longer in Workday? 

• Using the ‘'Per Diem - Legacy/Reduced' line item, you will manually calculate the per diem and input into the total amount field. 
• Please note the location and dates in the appropriate fields. 
• Domestic (contiguous states) can be found at: https://www.gsa.gov/travel/plan-book/per-diem-rates
• Foreign (including non-contiguous states) can be found at: https://www.defensetravel.dod.mil/site/perdiemCalc.cfm
• Add a comment indicating this procedure was followed due to the per diems no longer being listed in the Workday system.
• For any questions please email the Travel Office: [email protected]

Here are two methods to show how to input different daily rates:

Example: Traveler A went to San Diego from 7/3-7/5 and had two different nightly rates.

• Nightly Rate: 7/3 - $150, 7/4 - $100
• Daily Tax: $25
• Total: $300

1. Itemization > Daily Expenses > Edit

You can change the number of nights to 1 and input the amount into the "Daily Rate". To add the other nights, click on "Add".

2. Additional Lodging Per Diem expense items (click photo to enlarge)

A Travel/Cash Advance (previously Per Diem Advances) are requested through the Spend Authorization task and Expense Report module. Reconciliation of a Travel/Cash Advance is completed through the Expense Report module.  Learn more .

Living Allowance: A department may issue a Living Allowance to defray costs that a non-UW Foreign National may incur while in Seattle for UW Business. Living Allowances will be submitted through the Miscellaneous Payment module. 

Restrictions:  

•limited to the GSA meal per diem rate for actual dates of stay in Seattle

•payment will not be released until all required foreign national documentation is attached to the expense report

•may not be used to defray expenses for others

Time Limitations:

•allowance may not exceed 30 days at a time

•WT/B2 visa types limited to 9 days reimbursement every 6 months

Learn more .  

It depends.  The Fly America Act mandates the use of U.S. certificated air carriers for federally funded international travel.   Learn more.

• Effective January 1st, 2018
• To ensure expenses are properly accounted for, documentation must comply with the IRS Accountable Plan
• If itemized receipts are obtainable and compliant with IRS Accountable Plan, reimburse expenses as usual on their appropriate line items
• If receipts are not itemized and not compliant with the IRS Accountable Plan, use the 'Package Deal' line item in Ariba and follow the built in tax instruction
• Federal Income Tax = 22%
• Social Security Tax = 6.2%
• Medicare Tax = 1.45%
• For non-UW Individuals, due to tax reporting requirements, non-UW employees are to be paid honoraria through the  Miscellaneous Payments  process

**All resources should be exhausted to acquire IRS Accountable Plan compliant receipts. The package deal line item should be used as a last resort when those resources have been exhausted.

Contact Accounts Payable (checks) at [email protected] and provide the check # of the check you wish to cancel. The check # can be obtained by checking my FD.

To reissue the payment, a new ER will need to be processed after confirming the live check has been cancelled.

Please make a comment on the old ER stating the check number and confirmation that it has been cancelled. After confirming cancellation, on the new ER, please make a comment stating that it is replacing the previous ER.

To speed up the process, you can use the ‘copy’ function in Ariba. Note that all attachments will need to be reattached and all comments will need to be re-added. Here are the instructions:

1.            Locate the previous Expense Report by searching for it

2.            Select the Expense Report by marking the check-box to the left of it (do not actually open the report)

3.            Click on the 'copy' button, which will be right below

4.            Click the travel tab at the top of Ariba, the copy report will be in the 'My Documents' section of your dashboard

5.            Please attach all of the required receipts/documents, as they won’t be automatically copied

6.            Please re-create line item comments and overall comments, as they won’t be duplicated either

Here is a screenshot example:

*Signature from previous report may be attached as long as the expense line items/amount has not been changed. 

• select UW box
• have the check sent to yourself
• reroute the check through the us postal service

Sending checks to foreign addresses is highly discouraged as they tend to take a long time to reach their destination and more often than not they are lost. Additionally, most foreign banks do not accept US checks. We recommend processing a foreign wire in lieu of a check to a foreign location.

Tips for transportation, such as taxis and shuttles are ok to reimburse, any other tips are considered an incidental expense which is included in the meal per diem as meal per diem has an added amount for incidentals.

Please prorate the car rental. Take the total amount and divide by the number of days. Multiply the daily rate by the total number of business days (please also do this if they rented at a weekly rate but business days were less).

►Mozilla Firefox:

Go to : Tools -> Options -> Advanced Panel -> Network -> Cashed Web Content -> Clear Now After clearing cache log out of all browsers and restart the computer.

►Internet Explore (IE9):

• Close all browser sessions (if needed restart computer)
• Open a new Internet explorer browser, and go to delete browsing history Go to : Tools -> Internet Options -> Browsing History -> Delete or ctr+shift+del
• Make sure “ Preserve Favorites website date ” is unchecked and “ Temporary Internet Files ” and “ Cookies ” are checked
• Click Delete , it may take some time to complete
• Close browser
• Open a new browser and login into Ariba https://ar.admin.washington.edu/AribaBuyer/uw/login.asp Note: As a reminder is important to never use the back arrow on the browser, and use the “Logout” button on the screen rather than just closing the browser.

►Other Internet Browsers:

For more information on clearing your internet cache using other browsers, see the WikiHow article: How to Clear your Browser's Cache

Travel charges to grants and contracts should  comply with university travel policies unless the sponsor/award imposes more restrictive travel provisions. Or an exception is approved by the sponsor.

Yes, unless the sponsor/award imposes a more restrictive travel provision. 

Yes, both AirBnB and VRBO are considered commercial lodging facilities. Please be sure to itemize all fees as accurately as possible in the itemization of the expense.

Only if you share a joint account with the person who paid, for example a husband and wife who share the same bank account. If this is the case, add a comment to the expense report (ER) indicating this. In all other instances, reimbursement must go to the traveler who actually paid for the expense. See  claimant .

We understand this. From talking to other departments that travel a lot globally, they have said they just carry a receipt book that can be handwritten and have the individual providing the service sign. For taxis and things like this we know this is probably the most we will get unless they pay with a credit card.  We need the amount listed and which currency it was paid in, the service they paid for and the date. 

This is not a proper audit trail.  It is not reimbursable, Either split payment to the vendor directly and obtain receipts showing both payments made or have one person pay for the entire expense (see  claimant ). 

• Faculty & Staff

Policies and procedures

The UW Travel Office  maintains detailed and up-to-date policies and procedures related to travel for UW business by UW employees and guests of the University.

Travel-related expenses must never be charged to a UW ProCard. Complete a Travel Approval Form  (pdf) and route it for approval in advance of any travel-related costs or travel outside the State of Washington.

This form should also be used when you plan to purchase an airfare or train fare upgrade costing over $75, and to seek approval of hotel rates that are above the allowable lodging per diem rates for the hotel location. You must provide documentation justifying any exception to the UW lodging per diem policy (i.e. for official conference hotels where the room rate exceeds the UW per diem, you must provide documentation that the conference organizers named the hotel as an official conference hotel).

Booking & paying for your travel

Central travel account (cta): flights and guest lodging.

Kim Dinh administers and authorizes use of the Provost Central Travel Account (CTA) for authorized Executive Office and organization unit administrative staff to purchase airline tickets for UW employees or lodging for guests of the UW. ( Note: All purchases must conform to UW Central Travel Account guidelines  and lodging for UW employees cannot be charged to the Provost CTA.)

Administrative staff given access to use the Provost CTA must forward all receipts and itineraries to Executive Office Shared Services at [email protected] once the transaction is completed (do not wait for the end of the month). For each transaction, a business purpose must be provided that answers the following questions: WHO is the purchase for; WHAT was purchased; WHERE (from which vendor) was the purchase made; WHEN was the purchase made; and WHY was the purchase made.

Travel Agency

The Executive Office Shared Services recommends working with Tangerine Travel to obtain good state-contracted rates and excellent customer service.

Tangerine Travel

Website: Tangerine Travel Phone: 800-678-8202 or 425-822-2333 Regina Morris: [email protected] Sue Buchman-Wiita: [email protected]

If airfare or guest lodging is to be charged to the Provost CTA, Executive Office Shared Services will need to give the travel agent authorization to charge the CTA (in these cases, please tell the agent to contact EOSS for CTA billing authorization).

Lodging and meals per diem

Lodging and meals expenses incurred by UW employees in travel status as well as guests of the University must adhere to UW-approved per diem rates .

Reporting your foreign travel

Email  [email protected] with your travel itinerary prior to embarking on your trip. (This can be as simple as forwarding on your flight confirmation and other travel details along with your employee information.)

This is critical to the Office of Global Affairs (OGA) ability to manage the health and safety of UW employees and students traveling abroad. Visit OGA’s  International Travel Registry site for more detailed information.

While traveling

Do not make purchases on your ProCard. Use your UW Travel Card (if you were provided with one) or your personal card. Keep your itemized receipts.

Requesting reimbursement after travelling

Converting foreign currency.

The UW Travel Office recommends the OANDA FX Converter for calculating exchange rates.

Reimbursement

• Complete and submit a Travel Reimbursement Form with scans of receipts attached.
• If a required receipt was not obtained or is missing for a purchase over $75, the cardholder must complete a Perjury Statement (pdf) for that purchase and submit it with the other receipts (receipts for purchases less than $75 are not required but preferred whenever possible).

Quick Links

• UW HR Resources
• DOM Intranet
• GIM Intranet

Reimbursement

The process.

1. While traveling, save your receipts! The UW requires original receipts for all expenses over $75 for reimbursement. (Please save and submit all receipts whenever possible, even if the expense is under $75.) 

2. Complete and sign the  GIM Travel Reimbursement Request Form .

3. Submit reimbursement request and receipts to the individual responsible for completing eTravel expense reports (ER). (This process is usually completed by a Research Assistant or Program Coordinator. Ask your unit or section head if you are unsure who handles this.)

4. Approval process:

• Faculty:  The Division Head must approve travel for faculty members in the Division of GIM. Please add Rebekah Zahariah as an ad hoc approver in eTravel.  If grant funds are used to reimburse a trip and the traveler is not the PI, the PI must also approve the request before it is sent to the Division Head. Add the PI as an ad hoc approver in eTravel or attach a written approval from the PI to the expense report.
• Staff:  The PI or supervisor of the staff person should approve the eTravel expense report.
• For ALL  Travelers:  Lodging expenses should be reviewed prior to travel, and approval is required for lodging costs that will exceed the 150% allowance. The Division Head must approve the  Exception to the Maximum Lodging Allowance  form prior to the travel taking place. If this is not requested prior to the travel taking place, then it should be done prior to the ER being submitted. 

5. After the eTravel expense report is submitted and approved, you will receive reimbursement via direct deposit.

For more information, visit  Department of Medicine Intranet .

eTravel: Electronic Expense Reports (ER)

• The expense report should include the name of the traveler, dates of travel, destination(s), and conference name or other purpose of travel.
• A conference, meeting, or other travel agenda must be attached to every expense report.

For more information, visit   Department of Medicine Intranet .

When are extra approvers required?

• For all ERs (faculty, staff, non-UW): Add Research Center Manager or Section Administrator before Compliance Approver.
• For faculty ERs: Add Interim Administrator (Dana Panteleeff) before Compliance Approver. (The Division Head will be added as an approver by the Associate Administrator after she has reviewed and approved the ER.)  Please note that this (and many) procedures will change in July 2023 as part of UW's Financial Transformation.

Reference the UW  mileage chart  in your expense report comments.

One of the following is required for claiming personal auto mileage:

• PDF of directions with starting and destination points created from Mapquest, Google Maps, or a similar website. You may have multiple PDFs for multiple trips on one ER. Please ensure that the mileage number recorded in the ER exactly matches the mileage referenced in the PDF.
• Mileage log. This is recommended for multiple mileage claims on one ER (e.g., multiple site visits for blood draw purposes). The mileage log must contain name of the traveler, dates of travel, odometer start and end readings, project name, descriptions of travel, and budget number(s).

See the UW Travel website for information on  meals per diem .

See the UW Travel website for information on  lodging per diem .

See also  Exceptions to Lodging Allowance . 

Travel Policies

Booking uw travel and requesting reimbursement.

It is the responsibility of the traveler to adhere to UW policies and to be aware of the reimbursement limitations. ECE follows UW travel policies outlined on the UW Travel website. 

1. Request Approval to Travel – Required

• Obtain authorization to travel out of state* from your PI or from Department Head (ECE Chair or ECE Administrator) before you travel. This can be done via email and combined with the funding approval authorization outlined below.
• Obtain authorization to use UW funds from your PI or from Department Head (ECE Chair or ECE Administrator) before you travel. This can be done via email and combined with the request to travel out of state as described above.

*There is a blanket approval on file for faculty to travel out of state so this typically only applies to students or staff traveling. 

2. Book your Flights & Lodging

• Please see this page for more information and policies regarding reimbursing airfare at UW
• Please refer to the “How to pay for travel” table below for details on how to book airfare and lodging

3. Review UW Travel Policies and prepare for your trip

• UW Travel Policies must be followed
• Itemized receipts in PDF format (see below for receipt requirements and allowable expense reimbursements)

4. Organize your documentation and request reimbursement

• Provide a PDF copy of the approval to travel and charge UW funds
• Provide all receipts and required documentation from your trip in PDF format
• Review UW Travel policies if you have questions about what can or cannot be reimbursed
• Only request reimbursement for the amount approved by your PI / Unit Head
• Once the UW Connect form has been submitted, it will route to the Engineering Shared Environment for processing
• Please reach out to your PI or Grant Manager for UW Worktag information if it was not provided in your request to use UW funds to travel. The ESE does not provide worktag information for travelers.

Pre-trip Reimbursement

• It is allowable to reimburse travel expenses prior to the trip as long as it meets all other travel compliance requirements.  The most common expenses include airfare, registration, and lodging.

How to pay for travel

Additional travel information, per diem rates.

• Current  Domestic Per Diem Rates
• Current  Domestic Non-Contiguous Per Diem Rates  (Alaska, Hawaii and other U.S. territories)
• Current  International Per Diem Rates

Travel packages

Travel packages are only reimbursable as a travel expense if components of the travel package can be itemized (airfare, airfare tax, lodging room rate per night, lodging tax per night, etc.)

If package deals are reimbursed without detail, it is not an allowable travel expense, and the reimbursement counts as taxable income for the traveler and is taxed through payroll.

Visit UW’s policy on  package deals .

Travelers must indicate if meals were provided by other sources. For example, if you are attending a conference and lunch is included. Your conference itinerary must be included in your reimbursement request.

Meal per diem starts when you are in travel status. Documentation examples include airfare itinerary, train reservation confirmation, or POV departure time.

You will not be reimbursed for alcohol. For additional information on meals and/or alcohol during travel, please see UW’s policy on  meals .

Lodging per diem

Before you book, verify  lodging per diem rate for your travel destination . Reimbursement is limited to per diem rate unless an exception exists.

Exceptions in which lodging costs in excess of the per diem rate is allowable include:

• Hotel is adjacent to conference listed in program – limitations apply
• Lower cost overall to stay in more expensive hotel (vs. combined cost of staying in cheaper hotel and taking a taxi to conference or renting a car) – limitations apply
• Concerns for health and safety
• Special event or disaster

For additional information on lodging, please see UW’s policy on  lodging .

Personal time

If taking personal time, you will need to provide documentation comparing airfare costs showing your personal time did not incur additional costs.

Comparison airfare

If you are taking personal time off, comparison airfare is the airfare you would have booked if you only stayed for the allowable business days. For example, a conference is Monday-Thursday, and you want to take personal time from Thursday-Sunday. You will need to provide comparison airfare for the Monday-Thursday dates, along with the airfare you purchased with personal time. If the purchased airfare exceeds the comparison cost, you will only be reimbursed the lesser of the two.

For additional information on comparison airfare, see UW’s policy on  comparison airfare .

Mileage for long distances

If requesting mileage for long distances, you will need to provide other transportation comparisons to show what the cost would have been if taking other means of transportation (e.g. train, airfare, bus, etc.). For example, if you were traveling from Seattle to Portland, you will need to provide documentation on cost of airfare, mileage, and/or other means of transportation (e.g. bus or train).

Compact or sedan (5-person car) is the standard allowable car rental. Upgrades are allowable with appropriate justification. For example, requesting a van to transport supplies and equipment necessary to complete field work is an appropriate justification.

For additional information on car rental or other transportation, see UW’s policy on  car, insurance, mileage and other transportation .

Mileage rates for privately owned vehicle

All mileage starts from the university campus on weekdays, during work hours 8am- 5pm. If travel begins outside of work hours, you may use your home as your starting point for mileage. You cannot claim reimbursement for BOTH mileage and gas. The mileage rate accounts for gas and wear and tear.

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Travel and miscellaneous expense reimbursements, description.

Effective July 1, 2023 all reimbursement requests must be submitted within 90 days. Reimbursement requests submitted after 90 days will be returned without reimbursement.

• For travel the 90 days begin upon completion of the travel. If you purchase airfare early you can get reimbursed early.
• For all other/miscellaneous expenses the 90 days is from the date of purchase.

This policy aligns with the College of Arts and Sciences policy effective 7/1/2023. This policy aligns with long-standing UW policy. This policy aligns with IRS regulations that consider reimbursements over 90 days to be taxable income that should be reported on a 1099 form.

Payments to non-UW personnel that total $600 in a calendar year are taxable and reported on a 1099 form. This includes subject payments. This $600 is across the UW. Other local, UW, and State reimbursement policies, procedures, and requirements are not changing.  

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• Travel Reimbursement

Members of Network programs may be eligible for travel reimbursement when traveling for Network-related business. To confirm eligibility, contact the Network Office . All travelers on Network-related business are subject to the Network’s travel policies (see below). We recommend reviewing the travel policies prior to your trip.

Please note: we currently have two separate reimbursement procedures for UW employees and non-UW travelers (includes regional volunteer clinical faculty, residency staff, and residents).

Please click on the appropriate button to the right to submit for your reimbursement. Reimbursements will be processed in the order received.

Thank you for your patience and please contact our travel team with any questions.

UW-employed faculty and staff

Regional volunteer clinical faculty, residency staff, residents

Network Travel Policies

Receipts are not required for reimbursement, except for air travel, lodging, car rentals (final agreement), and expenses over $75. Please provide itemized receipts for each of these expenses.

To book airfare, please make your reservation on our Corporate Travel Account (CTA) by calling our travel agent, Corporate Travel Management, at 206-674-4322 or emailing [email protected] and ask that your trip be charged to the FMRN CTA.

Network travelers should book the lowest standard coach cost airfare available per state travel rules. Travelers who think they have a reasonable chance of a last minute change in travel plans should ask for the state contract airfare.

Airfare should be booked at least 30 days in advance of the flight. Travelers may be responsible for higher costs for reservations made less than 2 weeks in advance.

If you are driving instead flying, you will be reimbursed for your mileage at the current rate (as of Jan 2023) of $0.655/mile up to the lowest cost of the roundtrip airfare quote if driving from the office.

Mileage is usually calculated based the shortest distance from your business address to the destination. On non-regular work days, mileage can be calculated based on your residence. Mileage to the airport is available for reimbursement (round trip mileage reimbursement if a third party drives – eg. family member takes you to airport). Please note third party drivers in the comments box.

Google Maps will be used by the Network office to calculate and verify final mileage.

If you are traveling to Seattle we encourage the use of the Seattle Light Rail system.

We encourage travelers to rideshare. Please consider coordinating your trips with fellow travelers when hiring a rental car or taking a cab.

If you need to rent a car for your trip please note all drivers must be restricted to those conducting UW-related business . We recommend to using UW Enterprise and National for car rentals since we have an official contract with them. UW’s rental car policies are as follows:

• 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. Drivers not on UW business are allowed are not allowed; otherwise the entire amount of the car rental is not reimbursable.
• 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 separate expense or on final agreement
• GPS is reimbursable if required for UW business.
• Car2Go and Reach Now are considered car rental.
• Effective June 1, 2022, we will be unable to accept Turo as rental car service. (Classification of Car are outside of our policy)

Please use your credit card to reserve and pay for your lodging. If you are unable to keep the reservation you are responsible for contacting the hotel to cancel it. No-show charges are NOT reimbursed.

Make sure to get a detailed receipt (folio) for reimbursement. Lodging reimbursement will be the actual lodging total paid on your folio. Lodging reimbursement CANNOT exceed the maximum allowed per diem rate for the destination city plus tax, or the Network block rate plus tax if the room block is reserved by the Network. Conference hotels can exceed per diem rates but require prior approval. Please contact the Network Travel Team prior to travel to make sure your conference hotel is reimbursable.

Meals are reimbursed on a per diem basis. Meals that are provided as part of the business event are NOT reimbursable. You may view per diem rates here .

NOTE: Washington state law prohibits the UW from reimbursing lodging expenses or meals for participants traveling less than 50 miles from duty station/residence, with the exception of back-to-back late night-early morning meetings. To verify eligibility, please contact the Network office.

Please note if any personal travel is involved you can NOT use our FMRN CTA, per state travel regulations. When ANY personal travel is involved, please make all reservations under your name and pay for ALL travel expenses with personal funds. We will then reimburse you for the business portion of the travel.

FMRN does not reimburse for any expenses beyond what would normally incur for Network business purposes. Trips extended for personal reasons will only be reimbursed for Network business-related costs. Please separate personal and business expenses when possible. If they cannot be separated, expenses will be pro-rated.

Airfare will be reimbursed based on a comparison flight excluding the personal time. If you would like to verify the amount you will get reimbursed, please provide us with a comparison airfare from a travel agency or online travel site. Please create a round trip comparison itinerary using same parameters that exist for actual trip and use the current lowest available coach fare and send this comparison airfare to our travel team ([email protected]) to verify the reimbursement amount.

Hybrid course participants will need to provide receipts for lunch reimbursement along with the reimbursement form.

If you are submitting a scanned receipt, please make sure it meets the University’s minimum scanning requirement of 300 dpi (dots per inch). We cannot accept cell phone pictures but we do accept PDFs from cell phone scanning apps. Please make sure the scanning app resolution is set at 300 dpi and saved as a PDF. Please do note all meals provided to you, either at your hotel or conference. Remember to include addresses (departure and destination) if you wish to claim mileage.

Any reservation changes and costs for non-business related reasons are the responsibility of the traveler. 

UW travel reimbursement requests are accessible to all UW employees (for reasons of fiscal transparency): name of traveler, details of trip, and mailing address, etc. For this reason, we prefer to mail your reimbursement check to your office address.

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Travel Services

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In conjunction with the  UW Travel Office , UW Tacoma Procurement Services assists departments and travelers with training , understanding their  responsibilities , obtaining proper  pre-approvals  and navigating  policies  and procedures related to campus travel needs.

Many UW Tacoma travel processes have been updated

In an effort to help create more sustainable travel practices under Enhanced Monitoring and in the long-term, several familiar processes have been changed. Please read carefully below to learn more.

Travel Updates

For  General Travel Updates , including up-to-date COVID-19 restrictions and guidelines, visit UW Travel Services .

Travel Authorization

Travel pre-authorizations with proper justification and supporting documentation are required for all travel with a conference fee or overnight stay , regardless of destination, and must be signed by the appropriate approving authority* prior to purchases being made. This includes in-state travel (WA/OR/ID) due to restrictions under Enhanced Monitoring.

Blanket travel authorizations are no longer permitted under Enhanced Monitoring. Active blanket authorizations will be suspended beginning October 1, 2022.

Under Enhanced Monitoring, conference travel is permitted for professional development, session presenters, leaders in hosting organizations, those traveling on external or grant funding, and required (e.g. accreditation) attendance. To ensure timely processing of authorization, attach all relevant supporting documentation and provide detailed justification of the Trip Purpose.

UW Tacoma Travel Pre-Authorization Form - Revised 9/2023

*Approving Authority

Accepted approval on Travel Pre-Authorizations may come from the Executive/Vice Chancellor, Dean or pre-determined delegate. Delegates are limited to one per department and must report directly to the E/VC or Dean. Delegate travel must be approved by the E/VC or Dean per usual review policy.

Should your department wish to assign a delegate, please email [email protected] .

Consider utilizing cost-effective options for space:

• UW Seattle Botanic Gardens  
• Lake Washington Rowing Club
• Various UW Seattle venues  
• UW Tacoma Conference Services  
• Union Club Tacoma  
• The Pioneer Collective  
• Court House Square  
• Regus Downtown  
• Point Defiance Pagoda
• The Mountaineers Tacoma Program Center  
• Greater Tacoma Convention Center  
• Marriott Tacoma Downtown

Do you know of an affordable or little-known venue in the area? Email suggestions to [email protected] so we can add them to the list!

UW Tacoma Central Travel Account (CTA) Purchases

The UW Tacoma CTA** is managed by Procurement Services and is used to charge airfare, rail and bus tickets, and specified lodging to a centrally billed account when traveling on official UW business.

Personal Time and Travel

Adding personal time/travel with a business trip is allowable. However, certain restrictions apply and therefore the CTA may not be used when adding personal time to business trips. For more information, please visit  Personal Time/Travel .

Lodging Requirements

The CTA may be used to charge lodging only for:

• UW Students
• NON-UW travelers
• Five or more UW travelers attending a conference/group event in the U.S. or British Columbia, Canada where the UW is reserving and paying for the block of rooms and prior written approval has been obtained from the UW Travel Card Administrator.

** Restrictions apply.

How to Arrange Travel

Travel may be booked through a travel agency, directly with an airline or an online agency of your choice.

If requesting the use of the Central Travel Account (CTA) for purchasing flights, requests must be submitted no less than two weeks prior to the travel departure date. Please utilize one of our preferred travel agencies:

• Travel Leaders
• Corporate Travel Management
• Tangerine Travel
• Christopherson Business Travel
• WA State Contracted Agencies

If requesting the use of the CTA for purchasing local lodging, please utilize one of our contracted hotels:

• Marriott Courtyard Downtown Tacoma
• Holiday Inn Express Tacoma Downtown
• Hotel Murano

For UW business only. Please email  [email protected]  with reservation information.

Please refer to the Travel Contacts list below for specific lodging contact information and alternates to contracted hotel lodging.

UW Tacoma Travel Contacts

Travel Reimbursement

Travel reimbursements are processed through Workday as an Expense Report.  For Non-UW travelers, travel reimbursements are processed as a lump sum on a Miscellaneous Payment.  Be sure to include the new travel form on the UW Travel website.  For additional details on how to process expense reports, please visit  UW Travel .

Please note, receipts are required for any expense over $75. Perjury statements will not be accepted for required receipts. For details, see  Receipts .

Additional Resources

• Policies and Procedures
• Training and Webinars
• Mileage Rates
• Domestic Per Diem Rates
• How to Create an Expense Report
• Required Receipts
• UW Global Travel Security

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Please familiarize yourself with UW Travel Policies:  https://finance.uw.edu/travel/policies .

Traveler Information

Travel information, travel claims.

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To learn how the data you provide will be collected and used, please see:  https://www.washington.edu/privacy/notices/reimbursements/ .

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Travel portal

Use the Travel portal to submit pre-trip authorization requests, to book a flight, to pay conference registration, and to submit a travel reimbursement request.

All postdoctoral scholars, graduate students, and staff must obtain approval prior to incurring any UW-covered travel expense. Prior approval is not required for faculty as this has been delegated to them by the Chair. 

Travel reimbursements must be submitted within 90 days of return from your trip. 

Complete travel policy for the Department of Chemistry:  Department Travel Policy  

Prior Approval

To obtain prior approval, postdocs, graduate students, and staff must complete the  Travel Request Form  (UW NetID required).

Please be sure your entry is complete. Your cost estimate should include all expenses for the entire trip – transportation, lodging, per diem, and registration fees. The request will be routed electronically via UW Connect to a travel specialist in the Chemistry Purchasing & Accounting Office who will review the form, request additional information or clarification if needed. If you already have supervisor approval, please attach it to your REQ. If supervisor approval is not provided, we will route for approval.

Once approval is secured, the travel specialist will authorize charges to the Department Corporate Travel Account as needed. Upon completion and return from travel, the travel specialist  will work with the traveler to prepare a travel Expense Report for reimbursements.

Faculty Travel

Prior approval is not required for faculty travel. For reimbursement, faculty should use the travel portal at top of page.

Travel reimbursements are handled by the travel specialist in the Chemistry Purchasing & Accounting Office (109P Bagley Hall). Please provide the travel specialist through the portal  the complete information, receipts, and supporting documentation shortly after travel has been completed.

International Travel

All graduate and undergraduate students are required to register international travel itineraries with the Office of Global Affairs. The  UW Office of Global Travel  facilitates safe and successful travel for UW faculty, staff, and students. Students are also required to obtain UW Student Abroad Insurance. This provides major medical insurance benefits while overseas and evacuation services for medical, security, and natural disaster emergencies, which is not provided by regular GAIP insurance.

Please see the  UW Office of Global Affairs website  for more information.

Chemistry Corporate Travel Account

The Department has a corporate travel account (CTA) for airline, other transportation and specified lodging. If you wish to have the Department pay for any travel expenses in advance of your trip with the CTA account, complete the  Request to Charge CTA form (PDF)  (fillable pdf). 

Send the completed request form to [email protected]  in the Chemistry Purchasing & Accounting Office. Please note the prior approval requirement outlined above. 

Travel Basics

• See our  Travel FAQ document (PDF)  for answers to common questions related to UW travel.
• Plan ahead. This ensures the desired flight times, best prices, and preferred accommodations.
• The State of Washington requires travelers to select travel options that are the most economical.
• Business or first-class travel is allowable only under very special circumstances and with prior approval from the Dean of the College of Arts & Sciences. Contact Angie Mullen ( [email protected] , 206.685.2333) for more information.
• International travel supported by Federal funds must use a U.S.-based air carrier (e.g., Alaska or American instead of British Airways; United instead of Air Canada; Delta instead of KLM). Contact the travel specialist, Patrick Arroyo (109P Bagley Hall,  [email protected] , 206.897.1894) or Angie Mullen ( [email protected] , 206.685.2333) if you have questions.
• As soon as possible following your return, submit your reimbursement request to the travel specialist, Patrick Arroyo  (109P Bagley Hall,  [email protected] , 206.897.1894)  . 

UW Travel Cards

Faculty or staff who take at least two business trips each year may want to consider obtaining a UW Travel Card. This is an individual liability card, i.e., the card holder is responsible for paying the expenses incurred. As long as reimbursements are filed in a timely fashion, the Travel Card bill will typically not be due before you receive your reimbursement. Unfortunately, the UW Travel Card is not available to student employees. Please see the  UW Travel Office website  for more information about the UW Travel Card. 

Please direct any questions to the travel specialist, Patrick Arroyo  (109P Bagley Hall, [email protected] , 206.897.1894)  or Angie Mullen ( steuerma @uw.edu , 206.685.2333) in the Chemistry Purchasing & Accounting Office.

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Travel and Reimbursement

How to plan your UW–Madison business trip and determine the best options for transportation and lodging. Get reimbursed for your travel and non-travel related expenses.

April 2024 Travel, Expense, and Card Policy Updates

The Travel and Card team is happy to announce updates and changes to the following policies: UW-3018 (Meals and Incidentals), UW-3022 (International Travel), UW-3024 (Expense Reimbursement), UW-3026 (Non-Payable/Non-Reimbursable Expenses), and UW-3075 (Official Functions and Expenses).

Transition from Travel Incorporated to Fox World Travel

On July 1, 2024, travel bookings managed by the Universities of Wisconsin required contracted vendor, Travel Incorporated, will be transitioned to Fox World Travel. Learn more on the TravelWIse agency transition webpage , which includes transition-specific webinar registration.

Travel Policy Updates – Fall 2023

Various elements of UW–Madison travel policies and web content needed changing to match UW System policy and other important changes (i.e., vehicle contract changes). Noted changes are effective immediately.

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Plan a trip & get reimbursed

Plan your business-related trips with up-to-date information on travel contracts, booking methods and recommended best practices.

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Reimbursement

e-Reimbursement is the web-based system used to reimburse UW–Madison employees and non-employees for expenses incurred while traveling or conducting business for the University.

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UW System travel and reimbursement reference materials, policy, guides, and news.

Concur online profile management and travel booking tool.

Resources on how to get reimbursed for UW–Madison travel and non-travel-related expenses.

e-Reimbursement

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For INDIVIDUAL TRAVEL or CONCUR booking assistance:

Contact Travel Incorporated for assistance. (470) 589-2205 (877) 811-9898 [email protected]

Travel-related policy/procedure questions, liaison with contracted agencies and UWSA, travel training support:

Terry Wilson Travel Manager Division of Business Services UW-Madison [email protected] (608) 262-0956

For GROUP BLOCK (10+ airline tickets or hotel rooms) booking assistance:

Contact Fox World Travel for assistance. (920) 933-4180 [email protected]

Expense reimbursement-related policy and procedure questions:

Allie Watters Expense Reimbursement Program Manager Division of Business Services UW-Madison [email protected] (608) 263-3525

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UW TravelWIse Portal

Hours: Contact by phone, email, Teams or private appt. Location: Dempsey 236 Phone: (920) 424-3990 Fax: (920) 424-2240

Travelers on official university business, including approved professional meetings, shall be reimbursed for the actual, reasonable and necessary travel expenses incurred in the performance of official duties. Only travel expenses related to the conduct of UW business may be reimbursed. All travel paid or reimbursed to employees from university administered funds must be done in compliance with the university travel policies, regardless of the funding source, i.e., federal grants and contracts, auxiliary operations, general operating funds and restricted funds.

For questions on policy or compliance requirements, please contact Michelle Highley at (920) 424-0837 or [email protected] .

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Contact Information

UW-Whitewater Travel Manager: Alma Ramirez [email protected] or [email protected] 414-345-7553 

UW System Expense Audit Team: Contact the audit team about your submitted expense report.  Include your report ID and Name

[email protected]

Travel Updates

March 4, 2024

Concur Outage

Concur is currently experiencing at outage. Live status updates can be found at open.concur.com

Travel Guidance

Getting started (individual travel).

Things to Know Before You Travel

• Travel Authorizations are required for overnight travel. Day trips do not require a travel authorization. 
• All employees should have a Concur profile.  If you do not have a profile, please register for Concur prior to booking travel.
• Please visit the UW TravelWIse Concur page for more information about the online booking tool. 
• Effective with a policy change on July 1, 2020 – UW System employees may be reimbursed for bookings done on Airbnb.  * Prior to booking, please review all cancellation policies, and check with your department to ensure compliance with departmental policies. Ultimate approval of reimbursement of Airbnb costs, including any forfeited deposits, is dependent on the University or Departmental policies. Please click here for more information on booking with Airbnb.
• Use of any other online brokers or third-party sites such as hotels.com, VRBO, etc. are prohibited and will not be reimbursed by the University. 
• Prior to reserving conference site lodging, search Concur for the conference site hotel to determine if there is a lower rate available. If so, make your reservation within Concur. 
• Concur displays available room types and rates directly from hotel suppliers.  Room types and rates available are not specific to UW System and may be above what UW policy allows. Travelers must adhere to the location rate maximums and only reserve single/standard rooms.
• To find the  location rate maximums  use the  Lodging/Meal and Incidental Calculator . 
• Please consult the  UW System Hotel Directory  for a complete list of contracted properties by location.     
• Receipts are not required for Meals and Incidentals Expenses.
• If the trip does not include an overnight stay, the traveler is limited to a $15 tax reportable day trip meal allowance.  This meal allowance can be claimed even if a meal was provided.
• Hosted Meals must stay within meal maximums, and require itemized receipts. Tax exemption is required when the meals are hosted in WI. Visit the Interview Candidates Travel Guidelines below when hosting job candidates.
• Eligible renters are classified as all University authorized drivers age 18 and over. Authorized drivers 18-20 are restricted to domestic rentals only. Rentals are limited to compact/standard/intermediate vehicle classes unless there are business needs that require larger classes of vehicles. Claims for reimbursement beyond standard/intermediate vehicle classes (i.e. trucks, vans, etc.) for reasons such as transporting extra passengers, carrying cargo or bulky equipment, etc., must be explained on the expense report.
• Driver Authorization - any person (employee, student, volunteer) who will be driving a vehicle (personally owned or rented) on University business must be authorized to drive. To become an authorized driver, review the Driver Authorization Policy and complete a Vehicle Use Agreement (VUA). Employees and students must complete an electronic VUA by logging into the Wisconsin Department of Administration VUA Sign-up Portal . 
• Drivers are responsible for refueling vehicles prior to return with same level of fuel that they received at time of rental.  The University will not reimburse vendor refueling or prepay fuel packages. Receipts are required for reimbursement of fuel purchased.
• Enterprise, National, and Hertz for domestic rentals include Collision (CWD) and Liability (LDW) in their contract rates. Extra types of insurance are not reimbursable. Reservations can be made through  Concur  or through a  Travel Incorporated consultant .
• When driving your personal vehicle for University-sponsored business, you will be reimbursed for mileage at the IRS standard mileage. Calculate the Rental Vehicle vs. Personal Vehicle Cost
• University purchases are generally exempt from Wisconsin Sales and Use Tax.  Travelers are expected to request and receive  Wisconsin sales tax exemption  for travel related purchases.  The University also has  sales tax exemption in other states .  Travelers should make a reasonable attempt to obtain sales tax exemption according to the tax authority's requirements.
• All travel related expenses for a trip must be submitted on one e-Reimbursement within 90 days after the trip completion date or will not be reimbursed by the University.

Travel Authorization

Travel authorization.

How to Create Travel Authorizations in the Expense Module

SFS (Shared Financial System) Login   

Travel Authorizations must be used to obtain departmental pre-trip approval when traveling overnight according to current UWW policies. Travel Authorization requests include estimated expenses such as airfare, lodging, meals, etc. For Meals and Incidentals, use the Lodging/Meal and Incidental Calculator for estimates. 

Payment Methods

Approved methods.

The approved methods of payment are University Corporate Travel Cards and University Travel Purchasing Cards.

CORPORATE TRAVEL CARD

The corporate travel card is a joint liability card. The credit card statement is sent directly to the traveler. Travelers may opt to have their reimbursement routed directly to U.S. Bank through the e-reimbursement system, or pay the statement personally. To apply for a corporate travel card,  fill out an online application .

View more information about the travel card on the US Bank  Corporate Travel Card  page.

Travel PURCHASING CARD

For information on obtaining a travel purchasing card, and restrictions of use, contact your institution’s purchasing card administrator .

Which Card Do I use 

To book NCAA Athletic Team Travel, Shorts Travel Agency is the University’s contracted agency. Coaches and other athletic personnel travelling for NCAA reasons may also use Shorts for individual travel reservations.

Getting Started

CREATE YOUR PROFILE IN THE SHORT’S SYSTEM. Click here for instructions on how to create your profile. All travelers/travel arrangers are required to have a profile PRIOR to requesting travel. Make sure to enter your individual p card for any purchases and your frequent program numbers to make sure you get points for your trip! Once you are logged in, you can manage all your personal and team information, as well as view upcoming trips, all in one location. Click here for a detailed guide on the features of the travel portal.

Reservation Options

With the July 1, 2020 launch date – contacting an agent will be the only way to make reservations. There will not be any online booking to ensure top tier, personalized service.

Toll Free (Athletics Travel):  844-814-3936

Emai l:  [email protected]

Business hours: Monday-Friday 8:00am-5:00pm Central Time

Please send all contracts to [email protected] with the following information 

• Number of Travelers 
• Location and Dates of Travel

Shorts Travel Information Page

Warhawks Portal 

Whitewater's Shorts Portal Guide

Type of Travel

Fox is the contracted agency for all group block airfare. Group Blocks are 10 or more travelers traveling on one flight to and from the same origin and destination, on the same dates. Typical uses include study abroad trips.

Reservation Process

To begin the process of booking a group block, please fill out the group block form. A dedicated Fox World Travel group agent will be in contact with you shortly to begin the group block sourcing and contract process.

Group Block Form

Dedicated Team Business Hours: 8 am CST-5 pm CST Monday-Friday, excluding Holiday After Hours Emergency Support : 5:30 pm-7 am CST Monday – Friday & 24/7 – including Weekend and Holiday Coverage Direct phone: (920) 933-4180 Consultant Team Email: [email protected]

UW Dedicated Agents

Coming Soon

Group Block Procedures and Terms

Prior to making travel arrangements.

Prior to purchasing airfare or making other travel arrangements, travelers must obtain approval for business travel from the traveler’s designated approving authority. Pre-trip approval requirements vary by institution and often by division/department. It is traveler’s responsibility to follow all internal travel approval procedures prior to making trip reservations.

Out of state trips will most often include airfare as the mode of transportation. If the traveler is unsure of the most economical transportation choice, please review  Determining the Appropriate Mode of Transportation prior to making arrangements. Only the most economical option will be paid or reimbursed by the University.

IMPORTANT FACTS FOR GROUP TRAVEL

• Travel disruption, particularly with airlines is more prevalent than ever before. Therefore, UW System highly recommends a faculty member or other administrative staff person serve as a group leader accompanying student groups when possible for enhanced duty of care and to serve as the group's financial officer in cases of travel disruption or other types of situations that can occur.
• Fox World Travel is the contract travel management company partner of the University of Wisconsin System and as such, the University is exempt from Department of Administration (DOA) procurement policy, which requires multiple bids/quotes for group travel arrangements when using Fox World Travel. Do not send Fox any requests for proposals or bid/quote documents as they will be returned.
• Each airline carrier will only provide one price quote for group air and will not allow multiple quotes for the same group.
• Individual ticket prices found in Concur or through any other web source apply to the purchase of a single ticket. This price cannot be used as a comparative for group block or group air ticket purchasing.
• Airlines control fares and availability and these will change multiple times per day.
• To obtain optimal pricing and availability it is best to book group airfare as far in advance as possible - last minutes fare savings and reductions are rarely available due to airline restructuring and consolidations. Groups should reserve airfare as soon as they have dates.
• Be mindful of airline supply and demand - peak travel times will significantly impact fare pricing and availability.
• It is strongly encouraged to use Fox World Travel for other group arrangements, such as out-of-state or international group lodging and/or ground transportation to have the necessary support for University sponsored reservations and access to UW System and Partnership Program discounts.

GROUP BLOCK PURCHASING PROCESS

Group arrangements require the use of the UW Group Reservation Request Form .

With potentially thousands of flight options with differing price points and availability, it is important for UW group travel coordinators to be clear and concise about their group's needs, including the flexibility threshold of what the group will do to get the lowest fare and/or best schedule (i.e. alternative dates, airports, etc.).

The UW group travel coordinator is responsible for providing the following information on the UW Group Reservation Request :

• Dates of travel
• If group requires departmental approval for ticket dates, pricing, etc. explain parameters and any flexibility for deviations from stated parameters.
• Departure and destination airports
• Number of travelers
• Indicate whether price or schedule is the deciding factor in choosing flights (Fox is committed to obtaining the lowest possible price for University air arrangements, your group's schedule preferences may limit the ability to obtain the lowest available fare for your group).
• Other services required, such as air charter, hotel or ground transportation
• Method of payment

After submitting the University Group Reservation Request form you'll receive a confirmation email with the submission of your request and an assigned confirmation number. 

Note: Depending on the number of options that are required to be quoted, the complexity of the request and the air carrier's response time, it may take  48-72 hours to obtain quotes.

SERVICE LEVEL EXPECTATIONS AND PROCESSING TIME

Below is an outline of the steps which will take place after the UW Group Travel Coordinator submits the  UW Group Reservation Request  to Fox World Travel:

• After submitting the University Group Reservation Request form, you will receive a confirmation email with the submission of your request and an assigned confirmation number
• Upon receipt of the University Group Reservation Request Form, the UW agent team  will respond within one business day to confirm the request and to discuss any open questions.
• The UW agent team will then reach out to the appropriate air carrier(s) to receive the quotes. Air carrier response times vary depending on the carrier and typically range between 48-72 hours. Longer response times are more typical with smaller international carriers; however, Fox will provide a status update to the group travel coordinator to confirm space and pricing.
• Upon receipt of options from the carrier, the UW agent team will review for accuracy (dates, times, number of seats, etc.) and then expeditiously send the appropriate quotes to the group contact.

Please be assured Fox's main goal is to return the quotes as soon as possible with an appropriate balance for accuracy combined with the need to rely on the carriers for prompt response.

Note: Any deviations from the initial request will require a new request form .

UW GROUP TRAVEL COORDINATOR ROLE AND RESPONSIBILITIES

Each group must have a primary travel coordinator (and backup). The group travel coordinator and backup will be the sole group contacts with the UW agent team at Fox World Travel regarding their group arrangements.

In order to expeditiously and effectively procure and pay for group travel the UW group travel coordinators are responsible for the following on behalf of their group:

• Providing all details of the group’s intended trip, including specific or preferred travel dates; budget and preferred routing, where applicable.
• Providing payment information on behalf of travelers, except when individual credit cards are being used.
• When a services confirmation is provided by Fox, reviewing and understanding the requirements, noting and adhering to any applicable deadlines.
• Ensuring that a UW authorized purchasing agent signs all letters of agreement or contracts when necessary, and the approved documents are sent to Fox World Travel in accordance with deadlines provided.
• Meeting all provided deadlines for check payment and ensuring that checks are processed, mailed and received for suppliers well in advance of due dates.
• Coordinating with their institution’s Purchasing Card Administrator to raise purchasing card transaction limits to cover anticipated group costs well in advance of ticketing deadlines and until transactions are posted.
• full legal name as it appears on their photo ID (passport for international travel)
• date of birth
• group emergency contact name/phone number
• individual traveler emergency contact name/phone number
• In the case of international travel, passport number, expiration date and country of issue

All information must be provided in the formatted Excel spreadsheet as required by the University to serve as official documentation of the request and to insure accuracy.

Fox Group Block Name List Template xlsx

Note:  In cases where Fox World Travel has not been provided the required information or received payment in accordance with the supplier required dates and deadlines, Fox will be unable to hold your group’s pricing and available space which will result in loss of held space and/or will increase the cost of the fare and impact available capacity.

GROUP HOTEL, GROUND TRANSPORTATION AND CHARTER AIR SOURCING

The UW group travel coordinator is encouraged to share as much information as possible regarding their group's needs in order for the UW agent team at Fox World Travel to obtain the most customized and accurate quotes possible. A charge card must be provided to Fox World Travel for reservation guarantee purposes.

For hotel, ground transportation and charter air needs, Fox World Travel commits to the following service level expectations. Exceptions may apply due to service provider availability limitations.

Cancellation Penalties, Sourcing and Minimum Commitment Fees 

Hotel blocks, ground transportation and charter air contracts cancelled after the execution of the contract will be charged for any cancellation penalty in the contract, as well as the minimum.  Group travel coordinators are responsible for the payment of any penalties associated with contract cancellation penalties.   NOTE: Service, Sourcing and Minimum Commitment (groups sourced but not utilized) Fees paid to Fox World Travel are billed to the group leader. 

REQUIRED CONTRACTS AND AGREEMENTS

When sourcing of hotel, ground transportation or charter air, contracts must be reviewed and signed by staff within your institution's purchasing office prior to quotes being provided by Fox World Travel. In addition, most hotel, ground transportation and charter air suppliers will require the UW institution's purchasing office to sign a contract outlining the services to be provided and their terms. University group travel coordinators should plan for additional time for contract or agreement review and signing. Additionally, group travel coordinators as well as other administrative staff are reminded that they do not have the authority to sign these contracts and agreements.

PAYMENT REQUIREMENTS

All payments must be made by University Purchasing or Corporate travel cards. It is the responsibility of the card holder to ensure credit limits have been raised well in advance of ticketing dates and to ensure the higher limit is in place until transactions have posted to the card. Failure to meet these requirements will result in the loss of held space and/or increase in fare. These additional fees will be the responsibility of the University's arranging department.

The UW group travel coordinator must provide all necessary charge card information to the UW team agent at the time of arrangements. Required payment information includes: card holder name and billing address, charge card number, expiration date, and security code. This information must be shared by phone and will be securely encrypted for transmission to the airline and/or depending on UW department preference, securely stored in a group travel profile for future use by the UW group travel coordinator. For UW group travel coordinators that have charge card information stored in Concur, Fox World Travel is unable to utilize Concur payment information so the group travel coordinator will have to provide the information listed above to UW team agent.

Note: Do not pass charge card information through email or fax. The most secure way is to CALL in the information and provide verbally. Once received by Fox, it will be securely stored.

In cases where airline reservations must be paid with two or more forms of payment (i.e. split between University and personal card, etc.), the  minimum amount to be charged is $25.00 .

• In the case of group block space, split payment is not an option, as all travelers have to be booked using the same form of payment.
• Due to carrier limitations, split form of payments are not available when purchasing tickets on instant purchase or ticket-less carriers (i.e. Southwest, Frontier) or on some international carriers (i.e. British Air).
• Many International carriers will not allow split payment

By setting up a default charge card payment method, Fox World Travel is  authorized by the University to charge any additional costs beyond the original airline ticket to the default card unless the group travel coordinator makes alternative payment arrangements at the time of original ticket issuance.

I n the cases where an air carrier requires payment by check , the group travel coordinator will be advised by Fox World Travel. The group travel coordinator will have the option of sending a university issued check, paying by ACH fund transfer or using a charge card. All check payments must be received by Fox World Travel by the given due date to guarantee your space.

Note: A 3% convenience fee will apply for all payments requiring a check, but made via charge card. The convenience fee covers the costs that Fox incurs to issue a check on the University's behalf.

Lodging and Per Diem Calculator

International

Additional information regarding International travel such as passports, travel visas, immunization requirements, foreign currency, and insurances may be found on  UW TravelWIse International booking page. 

International - Meal and Lodging Maximums 

Daily meal and incidental expense per diems for all foreign locations (including all related taxes and tips) can be found using the  Lodging/Meal and Incidental Calculator . If the location of travel is not listed, the 'Other' rate will apply.

Any meals provided by international hosts, conferences, or others cannot be claimed for reimbursement and should be noted as such within your e-Reimbursement Meals & Incidentals Per Diem expenses.

For foreign travel, the incidental portion of the per diem varies by location.  The incidental portion includes the following expenses:

• Fees and tips given to services staff - such as restaurant wait staff, porters, baggage handlers, hotel housekeeping or other service staff, valet, train, etc.
• Transportation between places of lodging or business to obtain meals when not obtainable within the immediate vicinity
• Phone calls
• Laundry, dry cleaning, etc.
• Bottled water

INTERNATIONAL FLIGHT RESERVATIONS & FLY AMERICA RULE/OPEN SKIES AGREEMENT

Make your reservations through our contract with Travel Incorporated or Fox World Travel for groups, and take full advantage of expert international reservation services.

Before you purchase tickets for international travel, be aware that the Fly America Act/Open Skies Agreement requires that Americans (University travelers) who fly internationally using funds from the federal government  (federal funds = grants)  utilize a U.S. flag carrier, with few exceptions.

Exceptions:

• When there is no nonstop or direct service offered by a U.S. carrier
• When travel solely outside the U.S. increases the number of aircraft changes en route to more than two
• When the passenger’s travel time is extended by at least 6 hours
• When the connecting time is 4 hours or more at an overseas interchange point

Additional information on the Fly America Act and Open Skies Agreement can be found  here  and at the  U.S. General Services Administration (GSA) .

Job Candidates

Interview candidates.

Potential candidates, although not state employees, are welcomed to campus for the purpose of interviewing for a potential position with UW-Whitewater.  Candidates are subject to same UW travel policies, best business practices and process standards as employees.  Listed below are some guidelines when inviting potential candidates to campus for interviewing purposes.  

The Dean or non-college Department head must approve in advance the reimbursement of travel expenses related to candidate interviews for staff or faculty positions.  Consideration for partial reimbursement is permitted, but the same consideration must be given to all candidates.

It is preferable for the University to arrange and direct pay most expenses for travel of an interview candidate.  Where that is not possible, the candidate should be informed of the travel policies in advance to avoid incurring expenses that cannot be reimbursed. The Visitor’s Travel Guide ,  should be sent to the candidate in advance of their trip to UWW.

Guidelines - Interview Candidate & Employee/Host

Interview Candidate

• All travel reservations must be booked via Concur or Travel Incorporated.
• Departments may wish to set up an Administrative Group for Interview Candidate Travel or book travel on their behalf via Concur. Interview Candidates cannot call into Travel Inc without a reference admin group ID.

Non-Employee Profile Request Form UWW docx

• Interview candidates are considered non-employees
• Once completed, the employee contact can enter an e-Reimbursement on behalf of the non-employee/interview candidate
• Non-employee full legal name and mailing address
• University funding string
• Date of first purchase for which reimbursement will be requested

Employee/Host

• The employee serving as host for the meal coordinates and renders payment on behalf of interview candidate and others attending the meal
• No more than two staff will be permitted to host a meal with the candidate
• Meal expenses are limited to  Hosted Meal Rates
• The purchase of alcoholic beverages with University administered funds is prohibited

The department or committee may want to consider having the interview candidate picked up at the airport or hotel by a staff member and using this time as an opportunity for discussion.  This may be a less costly option than a rental car, and provide a more personalized touch to the candidate.

Visitors Guide 

Employee Relocation

The University may reimburse relocation and/or temporary lodging expenses for new and presently employed personnel assigned to new locations by transfer or promotion.  Approval to reimburse employee relocation expenditures must be obtained from the Dean or appropriate Division head.  Details and limitations for relocation expenses are outlined in the appointment agreement initiated by Human Resources. In accordance with IRS regulations, effective January 1, 2018, the reimbursement or payment of any relocation costs under this policy are considered taxable income and subject to applicable income and employment taxes. UW Systems recommends a general rule of 30% withholding for stipends and direct moves.

Instructions for Departments

The following circumstances should be considered:

• Are individuals skills in critically short supply?  If yes, is payment usually available from competing employers?
• Is the labor market tight for this particular position?
• Does the individual rank above all other candidates in a combination of training, experience, and personal qualities?
• Will the best qualified individual for the position be unable to accept the institutions offer for financial reasons unless relocation expenses are paid

Conditions for Reimbursement :

• The University may reimburse or pay relocation costs as noted on the Relocation (Household Moves) and Temporary or Indefinite Work Assignments  
• Reimbursement for an  employee ’s relocation expenses may be allowed if the distance between the new place of employment and the old residence is at least 35 miles farther than the distance between the former place of employment and the former residence, and the distance between the new and former residence is at least 35 miles. If the  approving authority  determines that a relocation is a mandatory condition of employment, the minimum distance requirements are not applicable
• Temporary lodging may be granted as part of the overall moving reimbursement total.  It is limited to 45 days, and must be approved by Vice Chancellor for Administrative Affairs.   

Department Responsibility :

• Complete the Moving Pre-Approval Form found below. This form will indicate the total amount to be reimbursed to the new employee (ie. up to $2,500).  The pre-approval form will be part of the support attached to the travel expense report (TER) submitted for reimbursement. 
• The department can issue a stipend only. Stipends cover non direct costs and can be paid to the new employee up to 30 days in advance of their move via the reimbursement system.
• Do not indicate that you will pay “whatever it costs”.  You should have a specific amount in mind, as this cost will be charged to your department, so please plan accordingly.

Approval for reimbursement is delegated to Deans and Division heads

Employee Responsibility :

• Arrange for move.
• Stipends needed 30 days in advance of their move: Stipends are a flat dollar award and do not require receipts or information on how it was spent. Attach a copy of your offer to demonstrate the relocation amount offered. Lastly, add a estimated withholding tax amount see guide under resources. 

Relocation Approval Form 01012023 docx - please print on UW-Whitewater letterhead

Reimbursement

The Shared Financial System (SFS) or E-Reimbursement System is only available to active employees. If you are not an active employee and are expecting to receive a reimbursement from UW-Whitewater for travel expenses please check with your campus contact to determine the status of your expense reimbursement.

• Sign Into E-Reimbursement 
• Approver responsibilities/checklist
• How to Videos and Guides
• Standard Auditor Workflow pdf - Updated 02/09/2023

Travel Exception Process

Exception process overview .

Exceptions to 90 day report submission requirements shall be reserved for extraordinary circumstances, such as serious illness or unforeseen emergency to the traveler. NOTE: extensive workload or not having time to submit the expense report is NOT an extraordinary circumstance. Exceptions to policy requirements, mandatory contract use, documentation requirements, etc will be reviewed on a case by case basis. Only the Vice Chancellor for Administrative Affairs has the authority to grant exceptions for expense reimbursements. The submission of a travel exception will lead to additional processing times. 

Form - Procedure to request Expense Exception

Online Training & Recorded Webinars

Online Travel Training – Canvas Module (Approx 60 minute self paced course) 

Creating an Expense Report Video   (Appox 13 minutes) 

Ongoing Monthly Trainings

E-Reimbursement Training 

Occurs every first Wednesday of the month.

Full Screen Option 

*please remember to add ALL expenses related to that trip. Including all prepaid expenses.

• CU policies
• KFS Support

In this section

Reimbursable expenses.

• Non-Reimbursable Expenses
• How Per Diem is Calculated
• Foreign Flag Carrier Exemption
• Manual Travel Reimbursement Form
• Mileage and Per Diem Rates

In addition to air travel, ground transportation, hotels, and meals, the following expenses are generally reimbursable.

Airport and Other Parking Fees

Airport parking is payable/reimbursable when it is the most practical and economical option available considering the length of the trip. If you are on university business, you can use Cornell’s parking discount at the Ithaca Tompkins Regional Airport by showing your valid Cornell ID card at the gate when you exit.

Other reasonable parking fees will be reimbursed.

Alcohol is a federally unallowable expense but may be reimbursed under certain conditions, but only with non-sponsored funds. The purchase and use of alcohol may represent a legal exposure to an individual or institution. Some colleges or units may disallow reimbursement of alcohol purchases. Extra caution regarding alcohol should be taken when traveling with students. For more information, see University Policy 4.8, Alcohol and Other Drugs .

Business Entertainment

Business entertainment expenses include social events, performances, or sporting events when a business discussion takes place during, immediately before, or immediately after the event. You may be reimbursed for business entertainment expenses only when all of the following are true :

• You have prior approval from your college or unit.
• The people being entertained have a potential or actual business relationship with the university.
• The business discussion will benefit the university.

Detailed receipts are required for sufficient supporting documentation.

Entertainment expenses are not allowed on a federal grant or contract account and must be recorded as federally unallowable .

Conference and Registration Fees

To promote knowledge sharing and reduce costs, if multiple people from the same unit are traveling to attend the same conference, before traveling, you should consider the budget implications and discuss it with your budget manager or administrative office, as applicable. If the conference has an option to attend virtually, you should consider using that option instead of attending the conference in person, when appropriate.

You can pay for conference fees and registrations using your Travel & Meal Card. If you don’t have a travel card, you can ask your unit or service center representative to pay your fee on a unit card.

Dependent Care Costs for Faculty

Faculty members can apply for taxable compensation to cover the dependent care costs from the Faculty Dependent Care Travel Fund . All other dependent care costs are unallowable as business travel expense except in very limited circumstances provided for in sponsored awards.

Incidental Expenses

Incidentals are fees and tips to porters, baggage carriers, hotel staff, etc. Incidentals are included as part of the per diem rate. You may be reimbursed for incidentals when, over the course of a trip, the provided or group/business/hosted meal results in unrecovered incidentals because the incidental expense portion of the per diem has been reduced.

For domestic travel only , Cornell will pay/reimburse reasonable expenses for laundry services when it’s necessary that you be away from home for more than five consecutive workdays on business travel, or when unusual circumstances require these services. Receipts are required for laundry expenses greater than $75.

Note: Federal international per diem rates include laundry services and therefore laundry costs are not separately reimbursable.

Telephone and Internet Usage

Incremental cost of business calls and data are reimbursable, but not for basic coverage for personal cell or land phones. You must document the business purpose for long-distance calls.

You are expected to use the most economical or efficient means of accessing the Internet and using the telephone when travelling.

Reasonable tolls will be reimbursed. These charges are normally below the $75 receipt threshold. If the amount is not known, in many cases you can identify the charges using  www.platepass.com or on your NY E-ZPass account statement and then included in the initial reimbursement. 

Travel Disruption

You may be reimbursed for reasonable, allowable costs, resulting from travel disruption outside your control such as inclement weather, but if you carriers or other vendors offer refunds, meals, lodging, or transportation, you must use these before claiming such expenses. You must not claim reimbursement for expenses covered by the carrier or travel vendor. These costs may not be allowable on sponsored awards. Contact Sponsored Financial Services for assistance.