Glossary


Ad Hoc approver/watcher
Upon request, is added on a case by case basis to approve or be a watcher for travel expenses in eTravel.
 
Chart showing status of expense report (ER).
 
Authorization
All travel expenses must be approved by an authorized person. Authorized persons may fall within any of these categories.
 
  •  General Fund Budget
Head of organizational unit to which the budget is assigned or head's authorized designee.*
 
  • Grant or Contract Budget
Principal investigator or departmental chair to whom grant or contract was awarded, or an authorized designee* other than  claimant.
 
  • When Claimant is the Authorized Person
When claimant is head of organizational unit or the principal investigator, approval must be that of appropriate dean, chair, or an authorized designee* other than claimant.
 
* Authorized designee should be traveler's supervisor or higher.
 


 
Collision Damage Waiver/Loss Damage Waiver insurance for physical damage to rented vehicle.
 
Funds requested on an advance or reimbursement basis for authorized purchase.
 
Certification statements
Traveler, Compliance/Funding approvers and preparer certify to applicable statements upon approval of Expense Reports (ER).
 
Each school or department may have travel requirements beyond those of the State or University. These may be additional forms for trip approvals, justifications, reports, or differences in what amounts will be reimbursed for meals, lodging, or airfare. Larger departments may have a single travel coordinator who will make all of your arrangements whereas smaller departments may expect the traveler to do all of it. Be sure you know before your trip, the role your department plays in both planning and reimbursing for travel.
 
Two cities between which airfare is established according to state contract.
 
Claimant
Individual claiming allowable travel expenses (that have been or will be incurred during official travel status) on behalf of another and
  • attests that all charges incurred for UW business are
o    valid, appropriate, and follow departmental, university, and state policies
o    most economical without compromising personal safety
  • attests that same expenses have not been and will not be otherwise claimed and reimbursed
  • submits receipts in original formats* (link to glossary) to preparer if not self-prepared
  • reviews completed ER prior to compliance approval
  • approves or denies ER

*Select Claimant as the appropriate Paid By method for each item and enter the other travelers' names in the ER comment section. Please also include purpose of trip, home address (city and state), and duty station (city and state) for other traveler in the ER comment section. Meals paid for others is 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.

Least expensive airline class; also known as "economy class" or "tourist class."
 
 Companies providing transportation for passengers on a commercial basis (i.e., airlines, railroads, etc.).
 
A business, non-profit or governmental entity that provides lodging accommodations for a fee. A commercial lodging facility other than a hotel must be supported by a tax ID number or a published advertisement. The facility must be available to the general public to qualify as commercial lodging (i.e. listed with a rental agency, newspaper ad, etc.). Reimbursements for lodging at private residence not supported by a tax ID number or a rental listing are not allowed under State and University policies and procedures.
 
Travel between the official residence and other domicile of a state employee and their official duty station.
 
Compliance approver
  • in most cases is the traveler’s direct report person
  • reviews ER to confirm adherence to departmental, university, and state policies
  • certifies that all receipts are valid and in original format
  • reviews reimbursement ensuring costs are directly work related, most economical, and necessary for university business
  • ensures same expenses have not been previously submitted or otherwise reimbursed
  • edits ER if necessary
  • approves or denies ER
  • sends receipts in original formats with ER print version to  Travel Office

 

Conference Hotel

Hotel listed by organziation operating conference as the conference hotel.

 

Light breakfast generally consisting of juice, bread, and hot beverage; fruit may be included.
 
 All areas in the 48 contiguous states and District of Columbia.
 
 Airfares established by contract between major airlines and Washington state.
 
 Cities specified in state contracts for airfares or car rentals.
 
CTA (Central Travel Account)
Department account used primarily to charge airfare.

 
 Account funded from non-public gifts which allows increased flexibility and discretion in expenditure and designated to local program 64.

 
Direct financial, work-related costs that occur at the least cost to the state and which the state is responsible to pay.
 
Email notifications
Notify those on approval flow regarding ER status and or necessary actions.
 
Vendor receipts originally received in electronic format that indicate proof of payment.
 
eTravel (Ariba)
Online reimbursment system for all travel on behalf of the University of Washington
 
Cities which have elected not to participate in the state contracts.
 
Expense Report (ER)
Online request to reimburse allowable UW travel expenses.
 
Expense Report title
Same as trip name and for search purposes should begin with useful identifiers such as budget number, project names, etc. Defaults to date of entry.
 
Travel or temporary work assignment of more than 90 days. Your department may decide to reduce the daily meal allowance, reimburse you based on actual expenses not to exceed the daily allowance, or reassign you to temporary work station as your official work station.

 
 A typical field trip is at a remote location and the food is prepared on site. Usually, the person responsible for the trip requests a field advance (based on need and budget rather than per diem rates) and purchases food for onsite preparation.
 
 All areas in the world outside the United States of America and its possessions, unless otherwise defined for a specific grant or contract.
 
Funding approver
Approves or denies designated budget number(s) and funding source(s).

 
Funds appropriated and allocated by the Washington State Legislature for use by the University in accordance with the budget approved for it.
 
Funds allocated to the University by a granting agency or donor to be used in carrying out a specific project or purpose.

 
 Specific cities or areas identified in the per diem schedules for which per diem rates are higher than the standard rate.
 
 A "token" payment given to a professional person for services which are not normally paid or are paid at a much higher cost such as a guest lecturer or speaker at a colloquium or symposium.

 
Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, foreign transaction fees, and other for personal services performed. This is not a miscellaneous expense. An allowance for incidental expenses is included within the daily subsistence rates for the area of travel.
 
Goods, services, or other benefits such as airline tickets or prepayment of lodging provided directly to the traveler from a non-University source for travel and related expenses in lieu of funds paid.  


 
A city designated as a high cost location within the continental USA for per diem purposes.

 
Living Allowance
Living allowances are payments made to support a foreign national during a course of study or research in Seattle.

 
Mass edit
To complete budget information for multiple items charged to single or multiple budgets.
 
Meals paid for others
Meal reimbursements on behalf of other(s) are based on actual costs as evidenced by a receipt and cannot exceed the allowable meal per diem rate/per person according to the location of the travel.  

 
All areas in Alaska, Hawaii, the Commonwealth of Puerto Rico, and possessions of the United States of America throughout the world.
 
A person or organization other than the University of Washington.
 
Night of travel on which it was anticipated prior to trip that the traveler would return either to the official duty station or official residence after completion of official state business.
 

 
City, town, or other location where employee:
  • maintains a residence which is used as a primary domicile by the employee
  • is registered to vote 
  • driver's license is issued
 
Where employee's work is performed on a permanent basis.
 
Receipts which have not been reproduced or scanned that indicate proof of payment. This may include paper and or eReceipts.
 

 
Type of insurance offered by many car rental companies, which is deemed a personal expense by the state.
 
 
Charge card contractor's online website where departments reconcile charges and individual card holders access account information and make online payments.
 
Type of insurance offered by many car rental companies, which is deemed a personal expense by the state.
 
Per Diem
Allowable amount covering meals and lodging while in travel status.
 
Requested by University travelers without individual corporate travel cards in order to get the money beforehand to be use for meals and lodging on a trip.
 
Travel from one city or town to another.
 
Preparer
  • faculty, staff, or student employee in UW Payroll System with UW NetID
  • completes ER for themselves or for another
  • ensures all receipts are valid and in original formats
  • completes ER following department, university, and state policies
  • provides receipts in original formats to compliance approver
  • obtains signatures on ER print version from Non-UW and student travelers who are not UW employees
  • submits ER
  • withdraws and edits ER prior to compliance approval

  • prospective employees are limited to applicants being considered for academic positions above the rank of instructor, or professional, or administrative employees in supervisory positions.

  • with prior written approval from an authorized person. Prospective employee travel expenses for a classified position may be reimbursed when the classified position is essential to carrying out the critical work of a department.      


 
  • Paper - vendor receipts that indicate proof of payment (scan and attch to ER in ARIBA)
  • Electronic (eReceipt) - vendor receipts originally received in electronic format that indicate proof of payment, attach to ER in ARIBA.

 

The building where a University employee normally performs his or her University work.
 
Employee's established working hours (usually, though not always, 8:00 A.M.-5:00 P.M., Monday-Friday).
 

 
Cities or areas within the continental USA which are not identified as high cost locations.

 
Fixed location where an employee has been temporarily assigned to work for a specific period of time which is less than one year.
 
 
Costs covering 1) travel by commercial carriers such as bus, train, ship, and airplane; 2) travel by privately-owned motor vehicles, such as cars, motorcycles, vans, or trucks; 3) travel by rental motor vehicle; or 4) some combination of the above.
 
Private individual or company that provides information concerning transportation schedules, connections, costs, etc., and arranges for reservations and tickets.
 
Person in travel status who is on official state business.
 
 
When traveling:
  • on behalf of the University/State
  • more than 50 miles one way (most direct route) from either your official station or your official residence, exclusive of commuting between your official station and official residence

 
Upgrade
 
Anything outside of economy/coach class.

 
Travel within a city or local area.
 

 

The contractor for UW business travel charge accounts.

 
Watcher
Has viewing only capability.


 
Fare basis code used to identify an unrestricted State of Washington contract airfare.

 

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