Reimbursement
Reimbursement Guide
| Transaction Type | eTravel (ER) | eReimbursement (XR) |
| Airfare | x | |
| Baggage Fees | x | |
| Banquet Meals | x | |
| Bus | x | |
| Bus/Airline Charter | x | |
| Ferry | x | |
| Shuttle | x | |
| Immunizations | x | |
| Internet/Phone Fees | x | |
| Laundry | x | |
| Living Allowance | x | |
| Parking ( including local) | x | |
| Lodging | x | |
| Meals Paid for Others | x | |
| Membership | x | |
| Membership related to attending a conference | x | |
| Mileage | x | |
| Per Diem Advance | x | |
| Registration | x | |
| Tolls | x | |
| Visa/Passport Fees | x |
Before the Trip (optional)
As of June 7th, 2012 all items other than meal per diem, mileage, gas, and car rental may be reimbursed with proof of payment.
- see receipt guidelines
-
ensure department compliance/funding approvers have been designated for eTravel; complete and submit an Expense Report (ER)
- inquire with your department whether travelers complete/submit their own ER or department travel coordinator complete/submit on their behalf
- review How to Create an Expense Report and What to Submit (if necessary)
- pay UW individual travel card with reimbursement check (if applicable)
- travel expenses associated with honoraria must be submitted through eTravel. Reimbursements will be subject to State travel rules
- consulting fee (not processed through Travel
see Purchasing for reimbursement on all travel related expenses related to consulting fee
* Entire package deal is not reimbursable before the trip if it includes a car rental.
During the Trip
- Visitor may be reimbursed for airfare once they arrive on business before trip ends.
After the Trip
For all other applicable travel expense.
- see receipt guidelines
- review Global Support for required documents regarding Foreign Nationals/Canadian citizens and possible restrictions for certain type of visas (if applicable)
-
ensure department compliance/funding approvers have been designated for eTravel; complete and submit an Expense Report (ER)
- inquire with your department whether travelers complete/submit their own ER or department travel coordinator complete/submit on their behalf
- review How to Create an Expense Report and What to Submit (if necessary)
- review
Foreign Currency Exchange
Expenses in foreign currency must be converted and entered in eTravel as U.S. dollars.
Obtain actual exchange amount from:
- receipts
- credit card statement
- Oanda (use last day of business travel for conversion date)
Direct Deposit
UW employees already enrolled in Payroll direct deposit will have their travel reimbursement automatically direct deposit to the same bank account within two business days from final approval of the ER (expense report).
How Will This Work?
UW Employees:
- review Employee Self-Service and verify your direct deposit information; if you are enrolling for the first time direct deposit will become effective after one pay period
Updates in eTravel (Ariba):
- direct deposit is by default
- if you select Yes to direct deposit and are not enrolled in direct deposit through Employee Self-Service an actual check will be issued; a UW Box number must always be provided in the ER even though direct deposit is selected
- travel direct deposit will appear on bank statements as TRVL REIMB or Deposit
- verify direct deposit prior to using the funds
Do You Want a Check Instead?
- select No for direct deposit in the Check Delivery Information section for each ER OR edit your Travel Profile if you prefer your travel reimbursement to default to an actual check; learn how
Departments and UW Employees:
- review How to Search and Configure Search Options; remember to select only one or few options for accurate result
- review the ER's History for the final approval date
- traveler will be notified after the final approval; review How to Change Email Notification Preferences to ensure traveler receive notification
- travel direct deposit will post in My FD (My Financial Desktop), FIN (Financial Accounting System), and PAS (Purchasing and Accounts Payable Online System) within one business day after final approval date; exception at the beginning of the month, holiday and weekend
- travel direct deposit will be reference as E# and ER#
UW employees already enrolled in Payroll direct deposit will have their travel reimbursement automatically direct deposit to the same bank account within two business days from final approval of the ER (expense report).
How Will This Work?
UW Employees:
- review Employee Self-Service and verify your direct deposit information; if you are enrolling for the first time direct deposit will become effective after one pay period
Updates in eTravel (Ariba):
- direct deposit is by default
- if you select Yes to direct deposit and are not enrolled in direct deposit through Employee Self-Service an actual check will be issued; a UW Box number must always be provided in the ER even though direct deposit is selected
- travel direct deposit will appear on bank statements as TRVL REIMB or Deposit
- verify direct deposit prior to using the funds
Do You Want a Check Instead?
- select No for direct deposit in the Check Delivery Information section for each ER OR edit your Travel Profile if you prefer your travel reimbursement to default to an actual check; learn how
Departments and UW Employees:
- review How to Search and Configure Search Options; remember to select only one or few options for accurate result
- review the ER's History for the final approval date
- traveler will be notified after the final approval; review How to Change Email Notification Preferences to ensure traveler receive notification
- travel direct deposit will post in My FD (My Financial Desktop), FIN (Financial Accounting System), and PAS (Purchasing and Accounts Payable Online System) within one business day after final approval date; exception at the beginning of the month, holiday and weekend
- travel direct deposit will be reference as E# and ER#
