Retreats, Training Sessions and Meetings Sponsored by UW

Introduction

You must give first preference to locations at state or other public facilities (e.g. Friday Harbor Labs and Pack Forest) when your department sponsors retreats, training sessions, meetings, or similar events for your department/employees. Departments should consider cost to the state and select accommodations in compliance with the Americans with Disabilities Act (ADA). Departments should limit the number of persons attending to the minimum necessary to benefit from the event.

Rates, agreements, and processing payment for facilities must be reviewed, negotiated and processed by Purchasing when there is direct payment to the vendor. Contact Purchasing for more information.

Justification

If a state location is not available, the person responsible for the choice of location and facilities must submit a written justification in advance to an Administrative Officer, Dean, Director, or department Chair for approval. The justification must include:

• The purpose and objective of the meeting;
• The name of the organization or persons expected to attend and an estimate of the attendance;
• An estimate of the anticipated cost to the state to include travel costs of travelers;
• and
• An explanation why state-owned or other public owned facilites cannot be used.

Travel Expenses

Meals, even if catered, must stay within the maximum allowable meal per diem for the area.

Allowable Lodging Reimbursement

When a state facility is not available, the maximum allowable lodging per diem may not always be sufficient for departments to rent properties. When this occurs, departments may increase the lodging reimbursement up to 125% of the applicable maximum allowable lodging per deim for the area.

Example:

Lodging may be reimbursed up to the maximum allowable lodging per diem up to 125% if the retreat/event is less than 50 miles away and requires participants to attend early morning/late night back-to-back sessions. Supporting documentation (i.e. agenda listing the activities and times) is required for reimbursement.

Engineering Professional Programs

Engineering Professional Programs is available to assist you in presenting a successful retreat, training session or meeting.

Financial Services
Travel Office Box 351117
(206) 543-5858
Modified: November 29, 2006