All forms related to Travel are found on the Forms page.
UW Biology denizens must receive departmental authorization prior to travel. Go to: My Profile > My Travel (menu on left).
Below are detailed travel instructions specific to UW Biology. Visit the Travel Office website for a full list of Washington State rules and regulations pertaining to travel.
How to Access My Profile
How to Authorize Travel
Before you travel, go to: My Profile > My Travel Click New Travel Authorization Request.
How to get Reimbursed
After your travel is authorized and you have expenses:
Please remember to use the Printer Friendly Version link, don’t just print from the website—it doesn’t give us all the information we need to process your travel and we’ll need to print the Printer Friendly Version as well. Save a tree!
After your reimbursement is processed, you will get an automated email from Ariba (firstname.lastname@example.org) with “ACTION REQUIRED” in subject line.
How to Get Travel Authorized / Reimbursed for Another Person (UW and Non-UW)
Go to: My Profile > My Travel Click New Travel Authorization Request.
Travel for Non-UW People
People who are not paid through the UW and travel regularly can have a Biology Website Travel Account set up for them.
Visitors who do not travel on UW-business regularly: hosts fill out online forms and provide receipts, traveler info, and budget number for reimbursement.
Travel Insurance & Emergencies
All UW employees are covered for travel insurance while traveling on UW-related business.
Helpful Advice for Travel
There are many rules related to travel (for fraud prevention). Keep these short rules in mind:
Talk to your departmental contact before you make travel arrangements if your travel is in conflict with this general advice.
Vendor Payment via Departmental Credit Card
Airfare (no combined personal travel) and conference registration can be paid for on department cards that automatically charge your budget.
After your travel is fully authorized contact either Sarah O’Hara or Brianna Divine for their assistance.
Other expenses are not allowed on departmental cards for UW personnel.
Personal and Business Travel Combined
Common Travel Expenses
A comprehensive list of expenses can be found on the Travel Office website.
New! Receipts are required for ALL foreign travel expenses (even those under $75).
|Expense Type||Receipt Required?||Limits on Reimbursement|
|Anything (except your own meals) purchased with foreign funds||Yes. Even expenses under $75.|
|Airfare||Yes; must contain full itinerary & billing info.||Can be reimbursed prior to travel.|
|Hotel||Yes; folio must show name & check in/out dates.||
Must be within CONUS lodging per diem limits. Standard rate is $77/day before tax.
* Effective Jan 1st, 2015 back up documentation must be attached that supports the lodging exception reason chosen for going over the allowable per diem rate.
|Food||No; unless PI requires.||
Must be within CONUS meal per diem limits. Standard rate is $46/day (B$11 L$14 D$21).
Do NOT pay for others' food.
|Mileage||Yes; Mapquest results or mileage log.||
Only for personal vehicles.
Provide Mapquest results for point-to-point driving.
Use the odometer and provide a mileage log (on forms page) for visiting multiple destinations.
|Car Rental||Yes; must show in/out dates and driver info.||Traveler must be sole driver.|
|Gas (Rental Car)||Yes.||Only for car rentals.|
|Registration||Yes.||Can be reimbursed prior to travel. Packaged lodging and memberships are reimbursable.|
|Supplies||Yes.||Submit as petty cash.|
Receipts smaller than 8 ½ x 11 should be taped face-up, non-overlapping, on one side of standard paper.
|Bad Receipts||Good Receipts|
Severe Travel Mistakes
UW Bio travelers make some reoccurring mistakes that often harm their travel reimbursements. Beware of these known problems.
Fleet Services / UCar
Fleet Services (Motor Pool) should be used for local trips. A gas card is provided with the car. You will need to sign up for an account online to reserve a car.