Per Diem Advance

UW employees who do not have an UW individual corporate travel card or are traveling to remote locations where a charge card may not be accepted may request a per diem advance before the trip to defray necessary reimbursable travel costs.  An advance may not be used to purchase:

  •  airfare
  •  expenses in connection with the use of a personal car
  •  expenses for others


  • requestor must be a UW employee with no outstanding advance(s)
  • must be active UW employee in HEPPS (UW payroll system) more than 10 business days after trip.
  • stipend, student, temp and hourly employees will require 64 discretionary budget.
  • amount of advance is based on allowable per diem rates of location and period of travel (cannot exceed 90 days)
  • must occur before trip (however do not submit more than 30 days before trip)
  • request must be at least $300


  • create an Expense Report  (ER) for each per diem advance request in eTravel using allowable per diem rates for period/location of travel. Must be submitted and approved at least 3-5 business days before trip occurs.
  • request will be reviewed approximatley 10 days prior to trip


* For full amount choose both per diem advance requested meals and per diem advance requested lodging.


  • reconcile the advance in eTravel 10 days from date of return ( create new ER) and add a comment to reconciled ER in Ariba listing requested ER number. Budget on reconciled ER must match budget on requested ER. Complete an Expense Transfer in MyFD to add a project, option, or task code. 

Default on Repayment

Unpaid amount shall become immediately due and payable with interest of 10% annum from date of default until paid.  See IRS regulations.


*pick up is not available for travel checks

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