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 lease is for a period of 12 months or less, and the total rent (including all payments to the landlord) will total $10,000 or less, then your department can follow these steps and complete a residential lease form:

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 Haag, REO 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 Haag at the UW Real Estate Office, Campus Box 359446.

NOTE: Please do not break a lease into several leases for shorter periods of time in order to meet the $10,000 total rent or the 12 month criteria.

If the lease is for a period of more than 12 months; or more than $10,000; or the landlord does not agree to use the standard lease form, or has landlord changes to the form:

1. Contact Katie Haag, REO 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.
2. Complete and obtain necessary approvals on Capital and Space Planning Office (CASPO) Space Request Form.
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.

If your department is seeking housing for students, staff, or faculty for a UW Program at least 50 miles away from Seattle, and traditional hotel/motel accommodations are not appropriate or feasible, you may want to consider renting an apartment or house in the private market. Follow the same steps in Renting an Apartment or House section above. UW and State of Washington travel policy requires that lodging obtained while in travel status comply with perdiem limitations for the location. Review Lodging perdiem by location.

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.