Study Abroad

Lodging

For basic information on paying for lodging program costs, see the At a Glance table below. For more detailed information, click the link in the Lodging Type column.

At a Glance

Lodging Type Payer Payment Terms Documents/Information Needed
Faculty and Staff Lodging (in primary location) Study Abroad F&A 100% payment upon program confirmation Detailed, itemized invoice with bank account information if payment by wire transfer
Student Lodging (in primary location) Study Abroad F&A Up to 50% deposit prior to program, final payment when services rendered Detailed, itemized invoice with bank account information if payment by wire transfer for deposit; second invoice required for final balance payment
Excursion Lodging (for field trips) Study Abroad F&A (preferred)
or Program Director via field advance
Up to 50% deposit prior to program, final payment when services rendered
  • Detailed, itemized invoice with bank account information if payment by wire transfer; second invoice required for final balance payment or
  • Save receipts and enter in field advance tracking spreadsheet

Lodging for Program Faculty/Staff

Program Staff Lodging Payment Policies

Lodging Dates Program funds are intended to pay for program staff housing for the entire program and up to a total of 7 days before the beginning and after the end of your program combined (e.g. 3 days before the program start date and 4 days after the program end date). Any days over and above this amount must be paid for with personal funds
Lodgers Program budget funds are to pay for program staff lodging only. Any lodging for family members of program staff must be paid by the staff member
Lodging Security Deposits SAFA will pay lodging deposits as long as they are listed in your budget. If they are refundable, we will follow up with the vendor following your program to arrange for the funds to be returned
Lodging Per Diem Daily lodging expenditures must be equal to or under the allowed amount set by the U.S. Department of State

Program Staff Lodging Payment Methods

For security reasons, the Study Abroad office requires that you have at least made a deposit in advance of your arrival in your program location.

Advance Payment by SAFA In most cases SAFA will make payments for program staff lodging on your behalf. We generally pay the amount due in full upon receipt of an invoice approved and forwarded by you after your program is confirmed. Lodging payments are made with a credit card or by wire transfer. If your vendor needs to be paid via wire, include bank account information (see information required on our invoice template). Wire transfers incur a $15 fee
AirBnB SAFA has an account set up with AirBnB to pay for program staff lodging. To book an AirBnB property, follow these directions:

  1. Create an account in the AirBnB system using your UW email address.
  2. Send the url for your preferred property (or properties) along with the following information to uwsafa@uw.edu.
    • Who will be staying at the property
    • Dates you will be staying
  3. We will submit a reservation request on your behalf.
  4. You will receive an email asking if it is okay that we are booking on your behalf. Please approve this.
  5. If the AirBnB owner approves our reservation, AirBnB charges our credit card which we then put on your program budget.
  6. You will receive all communications directly from the property owner.
  7. Please note that if you have any problems with your AirBnB property, you must contact the property owner and/or AirBnB directly at their Business Trip Support number: 1-888-983-0568. It is available 24 hours a day, 7 days a week.
Reimbursement Some Program Directors choose to book their lodging prior to program confirmation. In these cases, Program Directors must use departmental or personal funds to make payments. Once the program is confirmed, submit your receipt and a completed reimbursement form to uwsafa@uw.edu to be reimbursed with program funds. Note that the above lodging policies apply to these purchases
Rome Center If your program is running through the UW Rome Center, our Rome Center administrators will make arrangements for program staff lodging either in the Rome Center or offsite. SAFA will pay for these accommodations directly, so no need to submit an invoice to us. See the Payment Methods page for current rates. Consult with your program manager on availability and procedures
Leon Center If your program is running through the UW Leon Center, our Leon Center administrators can make arrangements for program staff lodging. SAFA will pay for these accommodations directly, so no need to submit an invoice to us. See the Payment Methods page for current rates. Consult with your program manager on availability and procedures

Lodging for Students

Student Lodging Payment Policies

Lodging Dates Program funds can be used to pay for student lodging from one day prior to the program beginning date to one day after the program end date.. Any days over and above this amount must be paid for by students
Lodgers Program budget funds may only be used to pay for lodging for students enrolled in your program. Any lodging for family members of students must be paid by the student
Lodging Security Deposits SAFA will pay lodging security deposits as long as they are listed in your budget and on the invoice provided to us. Make arrangements with the vendor to view the lodgings at the end of the program and confirm the amount to be returned to us. Contact SAFA to arrange the return of funds with the vendor
Lodging Per Diem Daily lodging expenditures must be equal to or under the allowed amount set by the U.S. Department of State

Student Lodging Payment Methods

For security reasons, the Study Abroad office requires that you have at least made a deposit for student home base lodging in advance of your arrival in your program location.

Advance Payment by SAFA In most cases SAFA will make payments for student lodging on your behalf. Our policy is to pay up to 50% of the amount due in full upon receipt of an invoice approved and forwarded by you after your program is confirmed. This policy protects your budget against overpayment for withdrawn students or unsatisfactory rendering of services. The final payment can be made shortly before the program begins or after services are rendered. Submit a second invoice to SAFA to initiate this payment.

Lodging payments are made with a credit card or by wire transfer. If your vendor needs to be paid via wire, include bank account information (see information required on our invoice template). Wire transfers incur a $15 fee

AirBnB SAFA has an account set up with AirBnB to pay for program staff lodging. You will need to create an account in the AirBnB system using your UW email address, and then send the url for your preferred property (or properties) along with the dates you will be staying to uwsafa@uw.edu. We will submit a reservation request and will pay AirBnB directly with our credit card
Reimbursement Some Program Directors choose to book their lodging prior to program confirmation. In these cases, Program Directors must use departmental or personal funds to make payments. Once the program is confirmed, submit your receipt and a completed reimbursement form to uwsafa@uw.edu to be reimbursed with program funds. Note that the above lodging policies apply to these purchases
Rome Center If your program is running through the UW Rome Center, our Rome Center administrators will make arrangements for student lodging either in the Rome Center or offsite. SAFA will pay for these accommodations directly, so no need to submit an invoice to us. See the Payment Methods page for current rates. Consult with your program manager on availability and procedures
Leon Center If your program is running through the Leon Center, our Leon Center administrators can assist you with making arrangements for student homestay accommodations in Leon. See the Payment Methods page for current rates. Speak to your program manager about this service

Excursion Lodging

Excursion Lodging Payment Policies

Lodgers Program budget funds may only be used to pay for lodging for students enrolled in your program. Any lodging for family members of students must be paid by the student
Lodging Per Diem Daily lodging expenditures must be equal to or under the allowed amount set by the U.S. Department of State

Excursion Lodging Payment Methods

SAFA encourages you to have us make advance payments for your excursion lodging before your program begins. We prefer to pay a deposit first and the final amount due once services are rendered or shortly before your program begins.

Advance Payment by SAFA In most cases SAFA will make payments for program staff lodging on your behalf. Our policy is to pay up to 50% of the amount due in full upon receipt of an invoice approved and forwarded by you after your program is confirmed. This policy protects your budget against overpayment for withdrawn students or unsatisfactory rendering of services. The final payment can be made shortly before the program begins or after services are rendered. Submit a second invoice to SAFA to initiate this payment.

Lodging payments are made with a credit card or by wire transfer. If your vendor needs to be paid via wire, include bank account information (see information required on our invoice template). Wire transfers incur a $15 fee

AirBnB SAFA has an account set up with AirBnB to pay for program staff lodging. You will need to create an account in the AirBnB system using your UW email address, and then send the url for your preferred property (or properties) along with the dates you will be staying to uwsafa@uw.edu. We will submit a reservation request and will pay AirBnB directly with our credit card
Reimbursement Some Program Directors choose to book their lodging prior to program confirmation. In these cases, Program Directors must use departmental or personal funds to make payments. Once the program is confirmed, submit your receipt and a completed reimbursement form to uwsafa@uw.edu to be reimbursed with program funds. Note that the above lodging policies apply to these purchases
Rome Center If your program is running through the UW Rome Center, our Rome Center administrators can assist you with making arrangements for excursion lodging, and will pay the lodging vendors directly, usually with a deposit and final payment later
Leon Center If your program is running through the Leon Center, our Leon Center administrators can assist you with making arrangements for excursions, including lodging. Speak to your program manager about arranging for excursion coordination