Visitors

A visitor may be anyone visiting the University, such as a speaker, an employment applicant, a visiting dignitary, prospective students, volunteers, or a Foreign National. Visitors are subject to the approval requirements.

Travel reimbursements for visitors who received an honorarium or consulting fee are not processed through the Travel Office.

• Payments for an honorarium and any travel related expenses are reimbursed using a Check Request form.
• Payments for a consulting fee and any travel related expenses are reimbursed on an invoice voucher through Purchasing.

Making arrangements for your visitor.

1. Purchase airfare:
   • Non-UW travelers are allowed, but not required to use the State contract fares. First or Business class airfare requires prior approval. Departments may use the CTA to purchase airfare.
   • Visitors may also purchase their own airfare and claim reimbursement after the trip.
2. Transportation/Parking:
   • Departments may arrange transportation to/from the airport via town car, taxis, or shuttles using the CTA.
   • Departments may arrange transportation from car rental agencies through Fleet Services.
   
   
3. Lodging at a local hotel:
   • Check the Contract for local hotels.
   • Departments may use a CTA, which is the preferred method of payment.
     • Provide the hotel with the visitor's name, arrival time, department name and address to which the hotel should send the hotel folio/invoice.
     • Restrict the CTA charge to only room and tax.
     • Since CTA charges are reconciled by your department, keep the folio/invoice with your CTA documentation.
   • A purchase requisition may also be used.
     
     • Restrict the purchase requisition charge to only room and tax.
     • Foward the folio/invoice for payment to Accounts Payable for payment directly to the hotel.

     Visitors are not restricted to the lodging per diem rates.

4. Meals:

• Receipts are not required since meals are reimbursed according to the allowable per diem meal rates. Alcohol is reimbursable only from a 64 discretionary budget.
1. Reimbursement:
   • Visitors must claim travel reimbursement after the trip.
   • Collect receipts for miscellaneous expenses over $50. Lodging, and car rental requires receipts regardless of costs.
   • Obtain the visitor's original signature on the completed TEV.
   • Faxed signature on the TEV may be accepted for a visitor when it is not possible to obtain an original signature prior to departure. A letter on the visitor's company letterhead outlining the traveler's charges in addition to their signature may also be accepted if a fax signature is not available. The signature must be the traveler's; no one may sign for him/her. The preparer of the TEV should write the following statement in the comments section of the TEV: "Faxed signature- out of state/out of country."
   • Prepare and submit a travel expense voucher (TEV) to the Travel Office.
2. Did family members accompany the visitor on the trip?
   • Documentation for spousal travel must be completed and attached to the TEV to claim travel reimbursement incurred by family members.

Foreign Nationals

REMINDER: To ensure immigration laws are not violated, the I-94 form must be surrendered upon departure from the United States. Therefore, obtain a copy of the I-94 before the Foreign National leaves the UW. If obtaining a copy of the I-94 form was not possible, obtain a copy of their passport page that has the port of entry stamp as well as the page with their picture. This substitution for the I-94 form must be attached to the TEV.

Travel Office
Box 351117
(206) 543-5858
Modified: June 12, 2009