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

Ensure:

• travelers are not treated differently under like travel circumstances
• compliance with the terms and conditions of state airline contracts
• department uses the required travel charge card method
• 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

Check your budget/grant status:

• Expense Report must be fully approved before the final action date.
• Use Grant Tracker to check https://gcaserver.finance,washington.edu/gca/gt/sdlsearch.aspx

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

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

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

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 comparison itinerary priced at the lowest available coach fare from:

• other travelers who will travel on same UW trip without a personal portion
• contract travel agency/internet provider 

Submit a copy of 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 comparison itinerary up to the contract fare (if available), 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 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 exceptions apply for not using contract airfare
• no approval for First or Business class airfare (not associated with the 14 hr rule)

Use a contract travel agency/internet provider to identify current lowest available coach fare by creating a 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 comparison itinerary up to the contract fare (if available), whichever is LESS.