Budget & Fiscal Services

Travel

Index


Travel

The UW Bothell Fiscal and Audit Services works in conjunction with the UW Travel Office to handle reimbursement for UW Bothell travels. Processes are in place for travel that involves staff, faculty, students or non-university community members. In any case, the Fiscal and Audit Services staff are here to help guide you and facilitate the process of travel purchases and reimbursements.

All travel, including registration, MUST be pre-approved by the appropriate parties.


Travel Form

The travel form must be completed prior to making any travel arrangements. The form is completed by the traveler or administrative support person in the department, and forwarded to the appropriate Supervisor and Budget authority for approval. However, grant funded travel does not need advance written approval if the travel was specifically budgeted for in the grant proposal, and the travel was approved by the sponsor.

(See the UW Travel Web-site for detailed information on all UW Travel regulations: http://www.washington.edu/admin/travel/)


Airfare

UW Bothell has a Central Travel Account (CTA) Procard which is managed by the Fiscal and Audit Services and is used to make airfare purchases for all UW Bothell travelers who travels on a UW Business.

Please see this link for more information on CTA Account. 

For CTA Inquires Contact:

Sharyn Singh

Email: singh7@uw.edu

Phone: 425-352-3640


Lodging

The CTA can 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.
  • Non-UW travelers who are faculty or staff candidates are limited to per diem.
  • Only room and tax should be charged on the CTA.

Please see University of Washington, Lodging for more information and requirements on lodging reimbursements.


Registration Fees

Your department administrative support person can pay the registration fee on the departmental Procurement VISA card (Procard) or you may pay yourself and claim reimbursement.


Claiming Reimbursement

All travel related expenses are reimbursed in Ariba under Travel (ER). All individuals seeking travel reimbursements should keep all receipts regardless of the costs;

  • Airfare itinerary; change fee
  • Lodging (from a commercial lodging facility; hotel folio is required if hotel not prepaid)
  • Car rental (final rental agreement)
  • Train/rail itinerary
  • Laundry
  • Banquet dinners
  • Meal reimbursement on behalf of others; review instructions
  • Immunizations (itemized with CDC recommendation)

Reimbursement Guide


Transaction Type eTravel (ER) eReimbursement (XR)
Airfare x  
Baggage Fees x  
Banquet Meals x  
Bus x  
Bus/Airline Charter x  
Ferry x  
Shuttle x  
Immunizations x  
Internet/Phone Fees x  
Laundry x  
Living Allowance x  
Parking(including local) x  
Lodging x  
Meals Paid for Others x  
Membership   x
Membership related to attending a conference x  
Mileage x  
Per Diem Advance x  
Registration x  
Tolls x  
Visa/Passport Fees x  
Tuition  

Local mileage and parking

Mileage and miscellaneous fees such as parking and ferry tolls are no longer reimbursed through UW Bothell Petty Cash. Please go to University of Washington- Travel for instructions on reimbursements.

 

Travel News

Provost Announcement:

2015-16 Approval for Travel and Exception to Lodging Allowance


Travel requests

For all Travel requests please use this email uwbtrav@uw.edu.