Travel Expenses Related to an Employment Interview

Introduction
Allowable Travel Expenses
Unallowable Travel Expenses
Use of State, Grant, or Contract Funds
Reimbursement Procedures

Introduction

The University of Washington may pay a qualified prospective employee the necessary travel expenses related to their employment interview, RCW Section 43.03.130. The UW department has the responsibility to exercise prudent judgment in the payment of interview expenses and to follow the travel reimbursement policies.

Allowable Travel Expenses

Travel expenses are defined as necessary expenses which have been incurred by a prospective employee while traveling to and from a designated place for an interview or employment examination. Travel expenses may include transportation, per diem and other miscellaneous costs.

Reimbursement for travel is to be limited to the time required to travel by the most expeditious means.
Transportation expenses are to be authorized in an amount not to exceed the coach class round trip airfare.
Per diem is allowed at the same established rates as apply to University employees.

Unallowable Travel Expenses

Meal and lodging costs in excess of the allowable for the prospective employee, as well as airfare, meals, and lodging costs for the candidate's spouse and dependents. Prospective employees may not claim a lodging exception. These expenses can be paid or reimbursed only out of 64 discretionary funds.

Use of State, Grant, or Contract Funds

Approved expenses may be charged to one of the following:

State funds allocated to a college or major division budget.

An appropriate federal grant or contract, provided sufficient funds are available, and the grant or contract does not specifically prohibit expenditures for this purpose. If the terms are not clear, contact Grant and Contract Services (206) 543-4043 for an interpretation.

Reimbursement Procedures

Prospective employees must submit a Travel Expense Voucher (TEV) form with applicable receipts for all approved expenditures. Expenses for your spouse and dependents must be noted on the TEV with applicable receipts including meals to show the dollar amount to be reimbursed from 64 discretionary funds.

The department's CTA Central Travel Account may be used to pay for local hotel room and tax. If lodging costs exceed the allowable or include charges for the candidate's spouse and dependents the department is responsible for reconciling these expenses to 64 discretionary funds.