Visitors

A visitor may be anyone visiting the University, such as a speaker, an employment applicant, a visiting dignitary, prospective students, volunteers, or a Non Resident Alien (NRA). Visitors are subject to the approval requirements.

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

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.
   • There are also other transportation and parking options for visitors.

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 (excluding employment applicants) are not restricted to the lodging per diem rates.

4. Meals:
   • Receipts are not required since meals are reimbursed in accordance with the allowable per diem meal rates.
   • Meals for visitors receiving honorariums may be at actual cost rather than the allowable per diem meal rates as supported by an itemized receipt.
   • Alcohol is reimbursable only from a 64 discretionary budget.
5. 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.

6. 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.

Non Resident Aliens (NRA)

• NRAs (except for Canadians with specific visa status) will receive an I-94 form (arrival/departure record) upon arrival to the United States. This record lists the date before which the NRA must leave the United States.

  A copy of the I-94 form must be attached to the TEV in order to claim travel reimbursement. Depending on the NRA visa status, there may be other required form(s) that must be attached to the TEV in addition to the I-94 form.

  REMINDER: To ensure the NRA did not violate immigration laws, the I-94 form must be surrendered upon departure from the United States. Therefore, obtain a copy of the I-94 before the NRA 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.

• Canadians
  Canadian citizens or who have tourist status do not receive an I-94. For these visitors, a copy of EITHER their drivers license PLUS social insurance card OR passport is required.

  Canadians traveling under other status (J-1 exchange visitor, F-1 student, etc.) will receive an I-94. A copy of the I-94 must be attached to the TEV.

Financial Services
Travel Office Box 351117
(206) 543-5858
Modified: June 27, 2008