Foreign Travel

The Foreign Travel Process

• Discount airfare tickets for international routes only may be purchased from an air travel wholesaler who is not a state contract travel agency if the following conditions are met:
  • There is no state contract fare for the international routes to be traveled.
  • Quotes (telephone or written) have been requested from at least two contract travel agencies for the required itinerary. Written documentation of the quotes should include, at a minimum, name of agency person obtaining the quote, date and time of quote, and travel agency from which the quote was obtained.
  • Airfares can be obtained at a lesser price (than fares quoted by the contract travel agency) from an air travel wholesaler for the same required itinerary.
  • The airfare price quotations from the contract travel agencies are retained together with the documentation of the wholesaler's airfare.

• Separate per diem schedules for foreign and domestic travel allowances (meals and lodging).
  
  • Use the per diem rates in the "Other" column if the foreign location is not listed.
  • The breakdown for the foreign meal rate is 25% breakfast, 30% lunch and 45% dinner.

  • The airfare itinerary must be attached to the TEV in order to receive meal reimbursement according to the actual departure and arrival times. Otherwise, one day of meals each for the departure and arrival day is allowable.

• Additional reimburseable miscellaneous expenses. Documentation is required stating the requirement or recommendation for the immunization and/or medication. Check the CDC Traveler's Health site for more information.

Foreign Currency Exchange Rates

You must convert the foreign currency to U.S. dollars when you complete your TEV. You may use the actual exchange rate you received on bank, hotel receipts or your charge card statement. If you cannot provide the actual exchange rates, then use an on-line converter such as Oanda and use the standard Interbank rate. You may not select the plus (+) Interbank rates.

The OANDA 164 Currency Converter and Economist are websites that convert currencies. This Currency Cheat Sheet for Travelers is also available.

When you use an on-line converter, you may use the last day of business travel in the appropriate country for the conversion date for all your reimbursable travel expenses rather than using different dates of when the actual expenses were incurred.

The conversion date must be the date of purchase if the expenses where prior to the trip.

The source for the exchange rates you used (i.e. receipt, charge card statement or an on-line conversion printout) must be attached to your TEV in order to claim reimbursement. The TEV will be returned if you cannot provide the proper documentation.

International Travel Connectivity

UW faculty, staff, and students living, working, and traveling abroad can consult the International Travel Connectivity website for information on how to stay connected to UW technology services while outside the U.S. The site answers questions about using cell phones, connecting and protecting laptops, and accessing email in over forty countries within Africa, the Americas, Asia, Europe, and the Pacific.

U.S. State Department Traveler Warnings & Consular Information Sheets

Financial Services
Travel Office Box 351117
(206) 543-5858
Modified: March 18, 2008