Prior to the Trip

• all out-of-state travel (defined as outside of Washington, Oregon, or Idaho) requires written approval from an authorized person(s)
  • written approval may include email
• business class air travel in excess of 14 hours
• specific trips that have been included in funded proposal for sponsored research do not require prior approval 
• visitor's letter of invitation may serve as prior approval

TIP: 

Travelers cannot provide their own prior trip approval. 

Approval may be for:

• specific individual on a trip by trip basis (sample)
• blanket approvals must be renewed annually and must include (sample)
  • type of individuals (faculty/administrator, etc.) specific names are not required
  • statement that travel is consistent with requirements of job responsibilities
  • statement that appropriateness of reimbursable charges will be determined by an authorized person 

Required Additional Approvals

• first/business class airfare and airfare/rail upgrades requires approval from a Vice President, Vice Provost, or Dean; Director or Chancellor for Bothell and Tacoma campus; authority cannot be delegated
  • a single annual approval updated yearly is acceptable for frequent travel
  • email is acceptable for one time approval
• lodging expense over the allowable lodging per diem rate
• lodging within 50 miles of official duty station/official residence
• travel reimbursement during a sabbatical requires written approval from Chair/Director or Dean/Chancellor. See travel expenses while on leave:  Academic HR

TIP:

These additional prior approval(s) must be included with the reimbursement.

After the Trip

All reimbursements must be approved by travelers and authorized persons.

Retention

All approvals are retained by departments.