Travel

All forms related to Travel are found on the Forms page.

Departmental Contacts: Brianna Divine / Sarah O'Hara

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.

Information for grad students seeking financial support for travel.

 

How to Access My Profile

How to Access My Profile

  • If you are on the Biology payroll, you have a profile.
  • If you do not know which email address (@uw.edu or @u.washington.edu) your account is set to, go to: Directory > find your entry and see which email address is listed.
  • Go to: Login > Request New Password > Enter email address to reset.
  • If you are a visitor to the department (not on Biology payroll), to set up a profile email dhurl@uw.edu:
    • First & last name, email address, faculty sponsor name.
    • Optional: Institution or other department name, phone number.

How to Authorize Travel

How to Authorize Travel

Before you travel, go to: My Profile > My Travel Click New Travel Authorization Request.

  • Fill out form.
  • Grads: If requesting funding, check the appropriate box.
  • This option replaces the former funds request paper form.
  • Click save to submit.
  • Do NOT print.
  • You will be notified of authorization via email.

How to Get Reimbursed

How to get Reimbursed

After your travel is authorized and you have expenses:

  • Go to My Profile > My Travel >
  • Click the TRIP LOCATION from the list of authorized trips.
  • Click Printer-Friendly Version at top of page.
  • Print and fill in your expenses in the designated spaces.
  • Sign, attach original receipts, and turn in to KIN 106 front desk.
  • It is always a good idea to make copies/save scans of your receipts for your own records.

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 (ariba_apps@uw.edu) with “ACTION REQUIRED” in subject line.

  • Open “ACTION REQUIRED” email, click link and approve the Expense Report—doing so correctly generates an additional email. Sometimes you will need to click the link more than once to approve.
  • Your reimbursement will be paid via direct deposit or check within a week.

How to Get Travel Authorized / Reimbursed for Another Person (UW and Non-UW)

How to Get Travel Authorized / Reimbursed for Another Person (UW and Non-UW)

Go to: My Profile > My Travel Click New Travel Authorization Request.

  • Enter Traveler’s name in place of your own.
  • Note: The traveler will not be able to see this request in their profile. You will need to create the reimbursement and enter expenses.

Travel for Non-UW People

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.

  • Email bdivine@uw.edu
    • First & last name, email address, faculty sponsor name.
    • Optional: Institution or other department name, phone number.

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

Travel Insurance & Emergencies

All UW employees are covered for travel insurance while traveling on UW-related business.

Helpful Advice for Travel

Helpful Advice for Travel

There are many rules related to travel (for fraud prevention).  Keep these short rules in mind:

  1. PI and chair authorization before travel
  2. 100% UW business
  3. Original, itemized receipts
  4. Every item has a reimbursement limit
  5. Pay only for yourself

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

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.

  • Airfare: Contact our state-contract travel agent to create an itinerary for you.
  • Registration: If registering online, we can set up a time to come to your office, so that you register and we pay for it. 

Other expenses are not allowed on departmental cards for UW personnel.

Personal and Business Travel Combined

Personal and Business Travel Combined

  • If you are taking personal time before/after/during a UW trip, talk to a departmental contact BEFORE making travel arrangements. This also applies if you will be starting or ending your trip from a destination that is not your home/work station.
  • You must create a comparison itinerary without personal time BEFORE traveling (for the dates you would have traveled without personal time).
  • Create your comparison itinerary at the same time you buy your airfare.  Airfare prices fluctuate depending on the day, so your comparison needs to be accurate for audit purposes.
  • Kayak.com provides the best comparison itineraries (print the page with all airfare options).
  • Thorough instructions/rules for creating comparison itineraries can be found here:  http://f2.washington.edu/fm/travel/responsibility#personal
  • Failing to create a comparison itinerary as directed will delay and possibly reduce your reimbursement.

Common Travel Expenses

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.

  1. Conference hotel: pdf or screenshot of hotel listed as conference/recommended hotel
  2. Lower cost overall: hotel and ground transportation comparisons
  3. Suite: UW business explanation requiring suite
  4. Special event/disaster: newspaper article or screenshot showing special event or disaster
  5. Safety/health: statement from adminstrator or higher 
  6. Non UW: type of traveler listed as Non UW
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.

 

Receipt Examples

Receipt Examples

Receipts smaller than 8 ½ x 11 should be taped face-up, non-overlapping, on one side of standard paper.

Bad Receipts Good Receipts
Bad Receipts Good Receipts
  • Staples
  • Obscuring tape
  • Layered receipts
  • Loose
  • All corners taped down
  • Receipts well-spaced
  • All text visible
  • Ready for copier or scanner

 

Severe Travel Mistakes

Severe Travel Mistakes

UW Bio travelers make some reoccurring mistakes that often harm their travel reimbursements. Beware of these known problems.

  • Do NOT pay expenses for other people.  If you choose to ignore this rule, you will need itemized receipts for everything, including food.
  • Do NOT write on or highlight receipts. Any explanations or clarifications should be written on a separate sheet of paper.

Fleet Services / UCar

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. 

  • Research budgets: Yen Lai (yenlai@uw.edu) is the Budget Approver/Billing Contact.
  • Teaching budgets: Ben Wiggins (benlwiggins@gmail.com) is the Budget Approver/Billing Contact.