Responsibilities

Departments

Ensure travel costs are:

  • directly work related
  • obtained at the most economical price
  • allowable per State/University travel policies and procedures
  • both critical and necessary for state business
  • following the IRS Accountable Plan

Exercise prudent judgment in approving travel-related costs and establish an effective system for management and control over travel-related costs with:

  • written internal policies and procedures
  • authorization or approval of travel costs by department head or authorized designee
  • clearly defined roles and responsibilities to include the level(s) to which department head responsibility has been delegated
  • after 90 days, departments should review assignments placing travelers in travel status at a temporary duty station to determine if the traveler's permanent official duty station should be changed. The department should inform the traveler of the possible federal tax implications of official assignments for an indefinite period of time or for longer than one year. Refer to Internal Revenue Service regulations contained in publication 463 for further information.

* Department may be stricter than Travel Office.

 

Ensure:

  • travelers are not treated differently under like travel circumstance
  • itinerary is planned to eliminate unnecessary travel in performance of work assignments
  • number of University employees attending a particular meeting be the minimum necessary, consistent with benefit to be derived therefrom
  • ensure health and safety of traveler ( It is advantageous to the state for agencies to establish and alter travel plans and itineraries with consideration of hazardous inclement weather and other situations that could threaten the health and safety of state personnel)

 

Check your budget/grant status:

Departments may adopt internal travel policies and reimbursement allowances that are more restrictive.

Travelers

  • be familiar and comply with State, University and department travel policies and procedures before embarking on travel
  • obtain prior authorization when required
  • select travel alternative that is allowable per the State, University and department travel policies and procedures
  • select travel options that are most economical
  • exercise same care in incurring expenses and accomplishing the purposes of the travel that a prudent person would exercise if traveling on personal business; excess costs, circuitous routes, delays, or luxury accommodations unnecessary or unjustified in the performance of official state business travel are not acceptable
  • pay any excess costs and any additional expenses incurred for personal preference or convenience
  • verify that all travel arrangements are confirmed prior to departure
  • return as promptly as possible to either official station or residence when state business is complete
  • ensure reimbursement is prepared and submitted with appropriate receipts in a timely manner
  • ensure all travel reimbursement follow the IRS Accountable Plan
  • traveler must reimburse travel expenses to University of Washington if travel canceled due to personal reasons

Change/Cancellation of Travel Plans

Contact vendors to make changes/cancellations and request refunds when applicable.

Reimbursement

Allowable if change/cancellation was due to:

  • UW business
  • cancelled conference/meeting
  • airline cancelled flight (replacement fare must be used for future UW business trip or must be surrender to UW department)
  • unexpected death of a family member
  • your own unexpected illness which kept you from taking the business trip or continuing your trip as planned and is not due to your own misconduct

*must show change made

* change fee should be entered under airfare line item in eTravel/ARIBA system.

Personal Time/Travel

Adding personal time/travel with a business trip is allowable only when all conditions exist:

  • primary purpose of trip is official UW business
  • approved leave is used during personal portion
  • UW does not incur any extra expenses beyond what it would normally incur

TIPS:

Before the Trip:

  • purchase airfare for personal trip separate from the UW business trip if personal time is at a location other than the UW business location

During the trip:

  • separate personal and business expenses

After the trip:

  • note personal time, dates, and location on reimbursement
  • deduct / prorate any personal expenses from reimbursement

*Comparison Airfare only required by travel office if personal time location is different than UW business location. 

 

Identifying Cost of Airfare from Comparison Itinerary

If personal airfare cannot be purchased separately from UW business airfare or comparing driving is more economical than flying, obtain a round trip comparison itinerary priced at the lowest available coach fare from:

Submit a copy of round trip comparison itinerary and actual ticket that includes the personal portion or calculation of direct savings from driving instead of flying.  Reimbursement is actual cost of actual ticket, expenses related to driving, OR value of round trip comparison itinerary , whichever is LESS.

Alternative AFTER Purchase/Trip

This alternative may be used to identify reimbursable amount when:

  • there was a personal trip combined with UW business trip and a round trip comparison itinerary was not obtained before the trip
  • comparing driving is more economical than flying and a comparison itinerary was not obtained before the trip
  • no approval for First or Business class airfare (not associated with the 14 hr rule)

Use any travel agency/internet provider to identify current lowest available coach fare by creating a round trip comparison itinerary using same parameters that existed for actual trip.

  • same advance purchase time and day/time for departure/return flights

Submit a copy of comparison itinerary and actual ticket that included the personal portion or calculation of direct savings from driving instead of flying. Reimbursement is actual cost of actual ticket, expenses related to driving, OR value of round trip comparison itinerary,  whichever is LESS.

 

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