Travel Approvals
Check With Your Department
First
Prior
Approval Documentation Requirements
Retention of
Requests for Prior Approval
Reimbursement Approval
Travel Reimbursement While
On Sabbatical
State of Washington policies require prior written
approval for all out-of-state travel. For the purposes of prior approval, out-of-state is
defined as any travel destination outside of Washington, Oregon,
or Idaho. No prior written trip approval is required where
specific trips have been included in a funded proposal
for sponsored research.
The approval requirement
applies to all
types
of travelers
including Non-UW travelers except as noted below.
EXCEPTION: Non-UW individuals who receive an
honorarium or a consulting fee.
- Payments for an honorarium and any
travel related expenses are reimbursed on a
Check Request form.
- Payments for a consulting fee and any travel
related expenses are reimbursed on a invoice voucher through
Purchasing.
Check with your department about what type of approval you need before
making specific travel
plans since:
- Departments may require a specific approval form.
- Different sources of funding for the trip may require
different approvals.
It is your responsibility
to obtain the required approvals before you take your
trip. You cannot approve your
own travel.
The prior written approval may be for a specific individual on a
trip by
trip basis (sample only) or
it may
be a blanket approval for specific individuals or group
of individuals (sample only) who must
travel outside the state to perform UW business
consistent with job responsibilities.
The method or form used to document prior written approval may be designed
at a department's discretion and may include email. A letter of invitation may be used as prior approval for Non-UW travelers. Blanket approval
documentation must be renewed annually and must include the following
information:
- Type of individuals (faculty, administrators, etc.)
authorized to travel outside the state (specific names are not
required);
- A statement that out of state travel is consistent with the
requirements of the job responsibilities;
- A statement that the appropriateness of reimbursable charges will
be
determined by the person authorized
to approve the travel expense voucher.
Approval documentation must be maintained at the
appropriate school/college/administrative unit level and available for review or audit.
Approval for First
or Business class airfare not associated with the
travel
in excess of the 14 hours rule, must be attached to your TEV.
Approved requests to travel out-of-state must be maintained at the appropriate
school/college/administrative unit level. These requests must be retained for
6 years and must be available for audit.
After your trip, prepare and sign
your travel expense voucher
(TEV). Your TEV must be approved by an authorized person.
Travel reimbursement for Faculties on sabbatical (professional leave with
pay) are allowed provided that the TEV is accompanied by an approval
letter/email
from an authorized person approving
the
travel expenses. Contact
Academic
Human Resources at (206) 543-5630 for more information on sabbaticals.
