Travel related expenses may be paid by a non-University source for reasonable expenses incurred in connection with a speech, conference, presentation, appearance, or trade mission that the employee has been authorized to attend in an official capacity on behalf of the University of Washington or for job related activities such as committee meetings where the position on the committee was secured based on the individual's employment with the University of Washington.
Reasonable expenses are limited to travel, lodging, and subsistence expenses incurred the day before and through the day after the event. Payment includes expenses paid by check or similar instruments. Payments can be paid directly to the vendor/in-kind (i.e. airline or hotel), to the University of Washington, or to the traveler in accordance to the entities' travel policies. If the entity does not have established travel policies, University of Washington policies are to be used.
In-kind Assistance - goods, services, or other benefits such as airline tickets or prepayment of lodgings provided directly to the traveler from a non-University source for travel, subsistence, and related expenses in lieu of funds paid.
Non-University Source - a person or organization other than the University of Washington. The term includes any individual, private or commercial entity, non-profit organization or association, foreign, state, or local government.
Payment - funds paid by a non-University source for travel, subsistence, and related expenses by check or similar instruments.
Payment methods will likely be dictated by the non-University entity, consistent with their policies. However, where there may be options, consider the following:
Direct Payment (In-kind):
If possible, direct payment for the travel expenses of the University of Washington employee/traveler should be paid to the travel merchant/provider (e.g. hotel, airline) by the non-University source.
If direct payment is not possible; options for reimbursing travel expenses:
1. Payment to the traveler/employee.
2. Payment to the University of Washington.
1). Payment to the traveler/employee:
As is often common in non-University source travel situations, the travel may be reimbursed directly by the non-University source. The reimbursement policies, including applicable per diem rates, of the outside entity will determine the level of reimbursement (see additional information below).
2). Payment to the University of Washington:
Payment from the non-University source may be payable to the University of Washington, provided an agreement for reimbursement has been arranged prior to the travel expenses being incurred.
The department must maintain an expense record for reimbursement and invoice the non-University source. If the traveler paid the expenses either with personal funds or by charging their University of Washington Travel Charge Card and is waiting for reimbursement, payment should not be delayed, if possible. If travelers place their expenses on their individual Travel Charge Card and payment is not received within 60 days, their card could be closed for non-payment and late fees added. Once an account is closed by our charge card company, it is our experience; they will not reinstate the account nor waive late fees.
Note: Advance reimbursement to the traveler will be at the discretion of the department. There is a potential for a cost impact to the department if we reimburse the traveler and the non-University source does not follow through with a payment. This is one reason we feel it is important to discuss payment plans with your traveler in advance; to protect both the department from paying expenses that were not agreed on prior to the trip and to protect the traveler. Where departments are reimbursing travelers in advance of the reimbursement from the non-University organization, the traveler should follow standard prior approval requirements.
The department may reimburse the traveler on a travel expense voucher using a budget that will be reimbursed once the payment is received from the non-University source. Amounts that exceed per diem must be placed on a 64-XXXX discretionary budget and supported by a receipt. The expenditures must not be charged to a grant or contract; federal regulations prohibit temporary use of these funds.
Once the non-University entity has reimbursed the department for the related travel expenses, deposit the check using the reverse expenditure process.
A traveler may not receive and keep payments from both the University of Washington and a non-University source for the same travel expenses.
For travel supported by a non-University source, travelers are not to be reimbursed more than the actual expenses of travel (supported by receipt) except for meals which can be reimbursed based on University per diem or by the per diem rates of the non-University source in accordance with their policy.
If payment is made to the University by the non-University source and the reimbursement exceeds travel expenses, the department should deposit the overpayment into the original supporting budget as a reverse expenditure to be submitted to Financial Services or return the funds to the non-University source.
