If you have visitors to the Seattle area for UW-sponsored programs, your department's initial stop should be University Conference Services at (206) 616-1031 or confhous@u.washington.edu. They have a menu of housing and food service options; your department will be billed by Internal Sales Document (ISD). There is availability during the Summer Quarter and limited availability during other quarters. Your visitors may also contact Conference Housing and make arrangements for payment directly.

If Conference Housing does not meet the needs of your visitors, and your department wants to assist the visitors in the private rental market follow the steps in Renting an Apartment or House below.

 

The following process should be followed by departments if their visitors or travelers will be sponsored by a UW department through the department's budget and not using UW Conference Housing: It may also be used for housing away from campus if hotel/ motels are not feasible.

If the planned stay is for a period of less than two months, contact the UW Travel Office.

NOTE: All lodging obtained for rent or lease should be provided by a commercial facility (business, non-profit, or governmental entity that provides lodging accommodations for a fee). For purposes outlined in these guidelines, this will include commercial property managers, rental companies and individuals who have made their property available to the general public for rent or lease. This would typically not include friends, relatives or UW employees (where ethics issues could result). Questions on reimbursement may be directed to the Travel Office at 206-543-5858 or traveluw@u.washington.edu.

For a rental agreement or lease with a term of two to twelve months in which the landlord (a) agrees to the UW’s standard form lease and (b) the rent for the entire term (including all payments to the landlord) is $25,000 or less, please follow the steps to complete the self-service residential lease form outlined below:

1. Designate in writing the specific faculty or staff who have the authority to sign leases obligating your department and the UW. No one else may bind your department and the UW. Anyone else signing a lease would be personally responsible for all expenses, which may not be reimbursable.
2. Contact Katie Fortenbacher, UW Real Estate Asset Management Support (haagk@u.washington.edu) for a Short Term Residential Lease Form (month-to-month, cancelable on 30-day notice by the UW) . You may "fill in the blanks" of the Lease Form, but if any other changes to this pre-approved Lease Form are requested by the landlord, the lease must be negotiated between the prospective landlord and the UW Real Estate Office. (See below.)
3. Have the lease signed by both parties. (Each party should obtain a copy of the lease for their records.)
4. Prepare the UW Purchase Requisition via the on-line Purchasing Accounting System (PAS). Attach the signed lease/rental agreement (which will serve as the payment/invoice document) to a Washington State Invoice Voucher.
5. Route both the lease and voucher to UW Accounts Payable (Box 351130) for payment processing. (UW Real Estate Office does not make payments to landlord.)
6. Send copy of lease to the attention of Katie Fortenbacher at UW Real Estate, Campus Box 359446.

NOTE: Please do not break a lease into several leases for shorter periods of time in order to meet the $25,000 total rent or the 12 month criteria.

For a lease with any one of the following:

a term of more than twelve months;

total payments for the entire term exceed $25,000;

or a lease with a term of two months or longer in which the Landlord will not agree to use the standard lease form, or the landlord has changes to the standard form;

Follow the steps below:

1. Complete and obtain necessary approvals on Request for Leased Space Form.
2. Contact Katie Fortenbacher, UW Real Estate Asset Management Support (haagk@u.washington.edu) for assistance. You will be directed to the appropriate Asset Manager who will negotiate the lease with the Landlord.
3. After the lease is completed UW Real Estate will make monthly rental payments to landlord, recharge your department budget, and forward your department a copy of the lease.

NOTE:
An individual cannot sign and pay for a lease and then seek Travel Office payment or reimbursement, or request UW Real Estate Office pay monthly rent.