Travel Glossary

BRAC (Budget Rent-A-Car)

Rental car contractor; contract number is T356364.

Budget charge cards

Charge cards issued by the University to travelers for state-contracted car rentals; the cards are made available only to travelers who do not have a VISA corporate card.

CDW/LDW

Collision Damage Waiver/Loss Damage Waiver insurance for physical damage to the rented vehicle.

check with your department

Each school or department may have travel requirements over and beyond those of the State or University. These may be additional forms for trip approvals, justifications, reports, or differences in what amounts will be reimbursed for meals, lodging, or airfare. Larger departments may have a single travel coordinator who will make all of your arrangements whereas smaller departments may expect the traveler to do all of it. Be sure you know before your trip, the role your department plays in both planning and reimbursing for travel.

city pair

Two cities between which airfare is established according to state contract.

coach class

The least expensive airline accommodation-also known as "economy class" or "tourist class."

commercial carriers

Companies providing transportation for passengers on a commercial basis (i.e., airlines, railroads, etc.).

commercial lodging facility

A business, non-profit or governmental entity that provides lodging accommodations for a fee.

continental breakfast

A light breakfast generally consisting of juice, bread, and a hot beverage such as coffee or tea; fruit may be included.

continental USA

All areas in the 48 contiguous states and the District of Columbia.

contract airfare

Airfares established by contract between major airlines and the state of Washington.

contract cities

Cities specified in state contracts for airfares or car rentals.

CTA (Central Travel Account)

Name given by charge card company for department account used primarily to charge airfare.

discretionary account

An account funded from non-public gifts which allows increased flexibilty and discretion in expenditure and designated to local program 64.

economical

Direct financial, work-related costs that occur at the least cost to the state and which the state is responsible to pay.

exception cities

Cities which have elected not to participate in the state contract for rental cars.

extended travel

Travel or a temporary work assignment of more than 90 days. Your department may decide to reduce the daily meal allowance, reimburse you based on actual expenses not to exceed the daily allowance, or reassign you to the temporary work station as your official work station.

field trip

A typical field trip is at a remote location and the food is prepared on site. Usually, the person responsible for the trip requests a field advance (based on need and budget rather than per diem rates) and purchases food for onsite preparation.

foreign locations

All areas in the world outside the United States of America and its possessions, unless otherwise defined for a specific grant or contract.

general funds

Funds appropriated and allocated by the Washington State Legislature for use by the University in accordance with the budget approved for it.

grant and contract funds

Funds allocated to the University by a granting agency or donor to be used in carrying out a specific project or purpose.

high cost locations

Specific cities or areas identified in the per diem tables for which per diem rates are higher than the standard rate.

honorarium

A "token" payment given to a professional person for services which are not normally paid or are paid at a much higher cost such as a guest lecturer or speaker at a colleqium or symposium.

incidental expenses

Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, and other for personal services performed. This is not a miscellaneous expense. An allowance for incidental expenses is included within the daily subsistence rates for the area of travel.

invoice voucher

Use to:

• pay a registration fee to a vendor in advance
• reimburse an individual for travel expenses incurred on behalf of someone else
• break down a vendor invoice so up to four different budgets/accounts can be charged
• pay less than the vendor invoice
• pay amounts exceeding $2500.
• click here for the online form

key city

A city designated as a high cost location within the continental USA for per diem purposes.

multiple receiving report

An accounting form which is used as a receiving report and to breakdown a vendor invoice so that multiple budgets and/or multiple purchase requisitions can be charged for materials, equipment, or services as listed on the invoice.

noncontinental USA

All areas in Alaska, Hawaii, the Commonwealth of Puerto Rico, and possessions of the United States of America throughout the world.

normal return night

That night of travel on which it was anticipated prior to the trip, that the traveler would return either to the official duty station or official residence after the completion of official state business.

NRA (Non Resident Alien)

Foreign visitors.

official residence

The city, town, or other location where an employee maintains a residence which is used as a primary domicile by the employee.

official station

The city, town, or other location where the employee's office is located, or the city, town, or location where the employee's work is performed on a permanent basis.

PAI (Personal Accident Insurance)

A type of insurance offered by many car rental companies, which is deemed a personal expense by the state.

PAS (Purchasing/Accounts Payable System)

PAS is the mainframe, central University system used to enter requisitions, place orders, and make payments for travel, purchasing equipment, materials, services, etc. Getting started with PAS.

PaymentNet

Charge card contractor's online website where departments reconcile charges and individual card holders access account information and make online payments.

PEC (Personal Effects Coverage)

A type of insurance offered by many car rental companies, which is deemed a personal expense by the state.

per diem

The allowable amount covering meals and lodging while in travel status.

per diem advance

Requested by University travelers without individual corporate VISA cards in order to get the money beforehand to be use for meals and lodging on a trip.

centralized petty cash fund

Funds may be requested on an advance or reimbursement basis for authorized purchases.

revolving funds

Checking or cash accounts mainly for payments to research subjects and authorized purchases up to $700.

point-to-point-travel

Travel from one city or town to another.

purchase requisition/purchase order (PO)

An online form in the Purchasing/Accounts Payable System ( PAS ) used to encumber funds against a specific budget for purchasing equipment, materials, services, travel, etc. For travel, the purchase requisition should reference the traveler's name, destination, dates of travel, and purpose. Getting started helps with new account setup. PAS Requsition Entry Online Guide answers most of the frequently asked questions about creating a purchase requisition and guides you through that process.

qualified new employee

Payment of moving expenses for new employee is normally limited to executive, professional, adminstrative personnel in supervisory positions, other personnel having both executive and professional status or contract-classified personnel as defined by RCW 41.06.

qualified prospective employee

Applicants for the position of director, deputy director, assistant director, state supervisor or equivalent or higher position, engineers or other personnel having both executive and professional status. In the case if institutions of higher education, prospective employees are limited to applicants being considered for academic positions above the rank of instructor, and professional or adminstrative employees in supervisory positions.

qualified transferred employee

Relocation expenses may be paid to a current employee who is being transferred at the request of the University.

receipts

Original receipts are required for all airfare, conference registration, laundry, hotel, car rental regardless of amount and for any expenses over $50.

regular workplace

The building where a University employee normally performs his or her University work.

regularly scheduled workday

An employee's established working hours (usually, though not always, 8:00 A.M.-5:00 P.M., Monday-Friday).

standard cost locations

Those cities or areas within the continental USA which are not identified as high cost locations.

temporary duty station

A fixed location where an employee has been temporarily assigned to work for a specific period of time which is less than one year.

TEV (Travel Expense Voucher)

Use to claim one's own reimburseable travel expenses. Click here for the online form.

transportation expenses

Those costs covering 1) travel by commercial carriers such as bus, train, ship, and airplane; 2) travel by privately-owned motor vehicles, such as cars, motorcycles, vans, or trucks; 3) travel by rental motor vehicle; or 4) some combination of the above.

travel agent or travel agency

A private individual or company that provides information concerning transportation schedules, connections, costs, etc., and arranges for reservations and tickets.

traveler

A person in travel status who is on official state business.

travel office

The University office that processes travel documents, part of Financial Services in the Division of Financial Management. Email: traveluw@u.washington.edu

travel status

The official status of an employee when the employee is traveling 3 hours beyond their normal work hours and more than 50 miles away from both the official station and the employee's residence, exclusive of commuting between the employee's offical station and residence, and on University related business.

vicinity travel

Travel within a city or local area.

VISA

The contractor for UW business travel charge accounts.

YCAWA

The fare basis code used to identify an unrestricted State of Washington contract airfare.

Financial Services
Travel Office Box 351117
(206) 543-5858
Modified: August 1, 2007