Travel Glossary

-A-

Ad Hoc approver/watcher

Upon request, is added on a case by case basis to approve or be a watcher for travel expenses in Ariba.

Approval flow

Chart showing status of expense report (ER).

Authorization

All travel expenses must be approved by an authorized person. Authorized persons may fall within any of these categories.

• For a General Fund Budget

The head of the organizational unit to which the budget is assigned or the head's authorized designee.*

• For a Grant or Contract Budget

The principal investigator or the departmental chair to whom the grant or contract was awarded, or an authorized designee* other than the claimant.

• When the Claimant is the Authorized Person

When the claimant is the head of the organizational unit or the principal investigator, the approval must be that of the appropriate dean, chair, or an authorized designee* other than the claimant.

* An authorized designee should be the traveler's supervisor or higher.

 

-C-

CDW/LDW

Collision Damage Waiver/Loss Damage Waiver insurance for physical damage to the rented vehicle.

Centralized petty cash fund

Funds may be requested on an advance or reimbursement basis for authorized purchase

Certification Statements (in Ariba)

Traveler, Compliance, Funding Approvers and Preparer certify to applicable statements upon approval of Expense Reports.

Check with your department

 

Each school or department may have travel requirements over and beyond those of the State or University. These may be additional forms for trip approvals, justifications, reports, or differences in what amounts will be reimbursed for meals, lodging, or airfare. Larger departments may have a single travel coordinator who will make all of your arrangements whereas smaller departments may expect the traveler to do all of it. Be sure you know before your trip, the role your department plays in both planning and reimbursing for travel.

City pair

 

Two cities between which airfare is established according to state contract.

Claimant

Individual claiming allowable travel expenses (that have been or will be incurred during official travel status) on the behalf of another and

• attests that all charges incurred for UW business are
  • valid, appropriate, and follow departmental, university, and state policies
  • most economical without compromising personal safety
• attests that same expenses have not been and will not be otherwise claimed and reimbursed
• submits receipts in original formats* (link to glossary) to preparer if not self-prepared
• reviews completed ER prior to compliance approval
• approves or denies ER

The least expensive airline accommodation-also known as "economy class" or "tourist class."

Commercial carriers

 

Companies providing transportation for passengers on a commercial basis (i.e., airlines, railroads, etc.).

Commercial lodging facility

 

A business, non-profit or governmental entity that provides lodging accommodations for a fee.

Compliance approver

• in most cases is the traveler’s direct report person
• reviews ER to confirm adherence to departmental, university, and state policies
• certifies that all receipts are valid and in original format *(link to glossary)
• reviews reimbursement ensuring costs are directly work related, most economical, and necessary for university business
• ensures same expenses have not been previously submitted or otherwise reimbursed
• edits ER if necessary
• approves or denies ER
• sends receipts in original formats with ER print version to the Travel Office

Continental breakfast

 

A light breakfast generally consisting of juice, bread, and a hot beverage such as coffee or tea; fruit may be included.

Continental USA

 

All areas in the 48 contiguous states and the District of Columbia.

Contract airfare

 

Airfares established by contract between major airlines and the state of Washington.

Contract cities

 

Cities specified in state contracts for airfares or car rentals.

CTA (Central Travel Account)

 

Department account used primarily to charge airfare.

Discretionary budget

 

An account funded from non-public gifts which allows increased flexibility and discretion in expenditure and designated to local program 64.

Economical

Direct financial, work-related costs that occur at the least cost to the state and which the state is responsible to pay.

Email notifications

Notify those on approval flow regarding ER status and or necessary actions.

E-receipts

Vendor receipts originally received in electronic format that indicate proof of payment.

Exception cities

 

Cities which have elected not to participate in the state contract for rental cars.

Expense Report (ER)

Online request to reimburse allowable UW travel expenses.

Expense Report title

Same as trip name, and for search purposes should begin with useful identifiers such as budget number, project names, etc. Defaults to date of entry.

Extended travel

 

Travel or a temporary work assignment of more than 90 days. Your department may decide to reduce the daily meal allowance, reimburse you based on actual expenses not to exceed the daily allowance, or reassign you to the temporary work station as your official work station.

Field trip

 

A typical field trip is at a remote location and the food is prepared on site. Usually, the person responsible for the trip requests a field advance (based on need and budget rather than per diem rates) and purchases food for onsite preparation.

Foreign locations

 

All areas in the world outside the United States of America and its possessions, unless otherwise defined for a specific grant or contract.

Funding approver

Approves or denies designated budget number(s) and funding source(s)

General funds

 

Funds appropriated and allocated by the Washington State Legislature for use by the University in accordance with the budget approved for it.

Grant and Contract funds

Funds allocated to the University by a granting agency or donor to be used in carrying out a specific project or purpose.

High cost locations

 

Specific cities or areas identified in the per diem tables for which per diem rates are higher than the standard rate.

Honorarium

 

A "token" payment given to a professional person for services which are not normally paid or are paid at a much higher cost such as a guest lecturer or speaker at a colloquium or symposium.

Incidental expenses

 

Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, and other for personal services performed. This is not a miscellaneous expense. An allowance for incidental expenses is included within the daily subsistence rates for the area of travel.

Key city

 

A city designated as a high cost location within the continental USA for per diem purposes.

-M-

Mass edit

To complete budget information for multiple items charged to single or multiple budgets.

Meals paid for others

• Meal(s) reimbursement on behalf of other(s) are based on actual costs as evidenced by a receipt and cannot exceed the allowable meal per diem rate/per person according to the location of the travel.
• List the names of the other travelers and provide a breakdown of the actual cost of each meal.
• Enter the total meal expense(s) on behalf of other(s) in the miscellaneous section of the TEV / ER.

 

multiple receiving report

An accounting form which is used as a receiving report and to breakdown a vendor invoice so that multiple budgets and/or multiple purchase requisitions can be charged for materials, equipment, or services as listed on the invoice.

Non continental USA

 

All areas in Alaska, Hawaii, the Commonwealth of Puerto Rico, and possessions of the United States of America throughout the world.

Normal return night

 

That night of travel on which it was anticipated prior to the trip, that the traveler would return either to the official duty station or official residence after the completion of official state business.

NRA (Non Resident Alien)

 

Foreign visitors.

Official residence

The city, town, or other location where an employee maintains a residence which is used as a primary domicile by the employee.

Official station

The city, town, or other location where the employee's office is located, or the city, town, or location where the employee's work is performed on a permanent basis.

Original format receipt

Receipts which have not been reproduced or scanned that indicate proof of payment. This may include paper and or E-receipts.

 

PAI (Personal Accident Insurance)

A type of insurance offered by many car rental companies, which is deemed a personal expense by the state.

PAS (Purchasing/Accounts Payable System)

PAS is the mainframe, central University system used to enter requisitions, place orders, and make payments for travel, purchasing equipment, materials, services, etc. Getting started with PAS.

PaymentNet

Charge card contractor's online website where departments reconcile charges and individual card holders access account information and make online payments.

PEC (Personal Effects Coverage)

A type of insurance offered by many car rental companies, which is deemed a personal expense by the state.

Per diem

The allowable amount covering meals and lodging while in travel status.

Per diem advance

Requested by University travelers without individual corporate VISA cards in order to get the money beforehand to be use for meals and lodging on a trip.

Point-to-point-travel

Travel from one city or town to another.

Preparer

• is  faculty, staff, or student employee in UW Payroll System with UW Net ID
• completes ER for themselves or for another
• ensures all receipts are valid and in original formats
• completes ER following department, university, and state policies
• provides receipts in original formats to compliance approver
• obtains signatures on ER print version from Non-UW and student travelers who are not UW employees
• submits ER
• withdraws and edits ER prior to compliance approval

Purchase requisition/purchase order (PO)

An online form in the Purchasing/Accounts Payable System ( PAS ) used to encumber funds against a specific budget for purchasing equipment, materials, services, travel, etc. For travel, the purchase requisition should reference the traveler's name, destination, dates of travel, and purpose. Getting started helps with new account setup. PAS Requisition Entry Online Guide answers most of the frequently asked questions about creating a purchase requisition and guides you through that process.

Qualified new employee

Payment of moving expenses for new employee is normally limited to executive, professional, administrative personnel in supervisory positions, other personnel having both executive and professional status or contract-classified personnel as defined by RCW 41.06.

Qualified prospective employee

Applicants for the position of director, deputy director, assistant director, state supervisor or equivalent or higher position, engineers or other personnel having both executive and professional status. In the case if institutions of higher education, prospective employees are limited to applicants being considered for academic positions above the rank of instructor, and professional or administrative employees in supervisory positions.

Qualified transferred employee

Relocation expenses may be paid to a current employee who is being transferred at the request of the University.

Receipts

• Paper - Vendor receipts that indicate proof of payment.

• Electronic (E-receipt) - Vendor receipts originally received in electronic format that indicate proof of payment.

Receipt Manager

Records that receipts were received

Regular workplace

The building where a University employee normally performs his or her University work.

Regularly scheduled workday

An employee's established working hours (usually, though not always, 8:00 A.M.-5:00 P.M., Monday-Friday).

Revolving funds

Checking or cash accounts mainly for payments to research subjects and authorized purchases up to $700.

Standard cost locations

Those cities or areas within the continental USA which are not identified as high cost locations.

Temporary duty station

A fixed location where an employee has been temporarily assigned to work for a specific period of time which is less than one year.

TEV (Travel Expense Voucher)

Use to claim one's own reimbursable travel expenses. Click here for the online form.

Transportation expenses

Those costs covering 1) travel by commercial carriers such as bus, train, ship, and airplane; 2) travel by privately-owned motor vehicles, such as cars, motorcycles, vans, or trucks; 3) travel by rental motor vehicle; or 4) some combination of the above.

Travel agent or travel agency

A private individual or company that provides information concerning transportation schedules, connections, costs, etc., and arranges for reservations and tickets.

Traveler

 

A person in travel status who is on official state business.

Travel office

• performs risk assessment of reimbursements based on predetermined travel criteria after all departmental approvals have been done
• approves or denies TEV/ER

Travel status

When you are traveling:

• on the behalf of the University/State,
• three hours beyond your normal work hours, and
• more than 50 miles one way (most direct route) from either your official station or your official residence, exclusive of commuting between your official station and official residence

Vicinity travel

Travel within a city or local area.

VISA

The contractor for UW business travel charge accounts.

-W-

Watcher

Has viewing only capability.

YCAWA

The fare basis code used to identify an unrestricted State of Washington contract airfare.

Travel Office
Box 351117
(206) 543-5858
Modified: February 6, 2009