The goal of this page is to guide department travelers through the travel process while adhering to the travel policies set forth by the University of Washington and HCDE. Department staff are here to assist, but it is the traveler's responsibility to fully understand the rules and regulations. Failure to comply may result in not getting reimbursed.
In order for HCDE's administrative staff to process travel reimbursement expeditiously, travelers are required to fill out the HCDE Travel Authorization / Reimbursement Request Form [PDF, 125 KB].
PIs, Grants Coordinator, or Administrator should sign the form, depending on the budget, and return to Allen Lee (Fiscal Specialist) in Sieg 423. We are not able to begin your travel reimbursement until we receive this signed form.
How to get there: Transportation Modes
Alaska Airlines currently is the State Contract Air Carrier that provides a base level price. You must use a State Contract Carrier unless your flight meets one of the following exceptions:
- You find a cheaper flight.
- The contract airline does not have a flight that meets your needs.
- There are no seats available on a particular flight.
- There is no contract airfare to the particular destination.
You will likely find a cheaper flight with a non-State Contract Carrier, but it is critical that you consult the base level price before you purchase your ticket. You risk not getting reimbursed for the full amount of your ticket if you do not meet one of these exceptions. Find contract airfare rates here.
You can be reimbursed for the actual cost of your train ticket.
Check UW's travel website for details. Your name must appear as the primary driver on the Rental Car Agreement without exceptions.
Driving Your Own Car
Please contact HCDE's Fiscal Specialist if you have special transportation needs.
Paying for your Trip
(General info below, and additional details related to miscellaneous expenses on the UW's Travel website)
Per Diem Advance
You may receive travel money before your trip. The amount of the per diem advance is based off of federal meal and lodging rates (administrative staff will sort this for you). However, this option is only available to travelers who will be employed after the date they return from traveling.
Department pays for expenses before you travel
HCDE can pay your airfare, hotel registration, and other miscellaneous expenses before your trip. See department Fiscal Specialist for more information.
UW Travel Card
Department faculty are eligible for a personal UW Travel Card. See the Travel Office's website for more information.
Reimbursed after you return
You may pay for your expenses and submit receipts so the department Fiscal Specialist upon your return can process an Expense Report (ER) for reimbursement. Any item over $50 will require receipts; thus, save all the receipts, except for daily food receipts which are reimbursed at a federal per diem rate (domestic or foreign) that varies depending on what city/county/country you are traveling to. Please see Allen Lee (Fiscal Specialist) if you have questions about this. For lodging, you will need to provide the hotel folio.
Please note that we can pay for your trip with a variety of approaches.
Any questions regarding travel policies and procedures should be addressed to Allen Lee, firstname.lastname@example.org, 206-685-1558.