Skip to main content

MyME

Travel

The following policies and procedures apply to all UW business travel by faculty, staff, and students. To ensure timely processing of your request(s), complete forms accurately and follow the Mechanical Engineering Department’s guidelines.

Entering/leaving travel status

The traveler must be more than 50 miles away from home and duty station and work for eleven hours in total while satisfying the mileage requirement.

All travel-related purchasing requires advance approval using the ME Prior Approval Request Form prior to making travel arrangements. Please submit this form to the ME Travel Team prior to making reservations using the CTA card to ensure proper payment or reimbursement of your trip.

Airfare

  • Flight tickets can be booked however you deem fit, through a travel agency, directly with an airline, or an online agency of your choice.
  • To purchase a refundable ticket, let the ME Travel Team know that you would like contract airfare tickets, which allow for full reimbursement of the ticket by the airline agency if travel plans are canceled.
  • First and Business Class upgrade, and seat fees, all require justification and prior written approval from the Vice President, Vice Provost, the Dean, or the Chair.

Lodging

Verify lodging per diem allowance prior to making any reservations since it is limited to maximum allowance unless an exception applies. Lodging and meal expenses over the per diem rate (up to 150% of total per diem rate) are allowed if prior approval from an authorized person (i.e., the traveler’s supervisor or higher) is obtained and one of the Exceptions to Lodging Allowance applies.

Car rental, insurance, and other transportation

  • Car rentals up to full size are allowable; cars larger than full-size and any other vehicle type requires a UW business justification.
  • UW highly encourages traveler to make car rental reservations with Enterprise and National.
  • For types of car insurance, please see chart created by the UW Travel Office.
  • Any Business class upgrade in any Non-Air common carrier (i.e., rail) requires prior written approval from an authorized person or the total cost to be less than coach airfare, or the only mode of travel available.

Other miscellaneous expenses

  • Required fees for checked baggage limited to the first two bags; fees for additional baggage requires justification.
  • Membership/registration fees can be put on the CTA card only if related to attending conference(s).
  • Required fees charged by hotels (i.e. room safes, valet parking, etc.) are allowed.

Feel free to contact the ME Travel Team at MEtravel@uw.edu for more information.

All travel-related reimbursement requests require advance approval using the ME Prior Approval Request Form prior to making travel arrangements. Please submit this form to the ME Travel Team prior to making reservations using the CTA card to ensure proper payment or reimbursement of your trip.

The ME Travel Team highly recommends that you submit your reimbursement requests within two weeks upon your return. This ensures that receipts and other documents are not misplaced and that funding designated for this trip will not expire. After returning from your UW business travel, submit the following for reimbursement of your expenses:

Personal time taken:

We can only reimburse flights directly from Seattle to your business destination and back. If you are flying from a city other than your home city or departing from Seattle to a city other than your home city, you will be reimbursed for a comparable fare for a direct flight.

Options for how to obtain a comparison airfare priced at the lowest cost logical available (coach fare):

  • Other travelers who will travel on same UW trip without a personal portion.
  • You can obtain a comparison airfare by simply using any travel agency/internet provider (i.e., Google Flight); look for the lowest price available for a direct flight, save the page as a PDF file, and attach it with your travel reimbursement request.

Travel reimbursement request tips:

  • Visit the U.S. General Services Administration to familiarize yourself with the per diem rate for lodging and meal(s).
  • Keep all relevant receipts – except for individual meal(s).
  • Be aware of the Non-Reimbursable Travel Expenses.
  • Meals are reimbursed at the per diem rate. If a lesser amount is desired, please indicate on the reimbursement form.
  • An itemized receipt for lodging is required (i.e., shows the cost per night).
  • Include the route of your trip on Google Maps for mileage reimbursement requests
  • Include the dates and location(s) if personal time was taken during UW business trip (Note: personal time expenses are Non-Reimbursable).

Feel free to contact the ME Travel Team at MEtravel@uw.edu for more information.

All UW faculty, staff, and students are highly recommended to register with the UW Office of Global Affairs while outside the U.S.

Special policies and procedures apply to foreign travel:

Feel free to contact the ME Travel Team at MEtravel@uw.edu for more information.

Field advance

A field advance is a loan from the University of Washington (UW) for conducting official UW business abroad by UW students under the supervision of a UW employee (custodian).The field advance fund must be managed by the faculty supervisor traveling with UW students. Please contact the ME Travel Team to assist you on requesting a new field advance!

All travel processes are managed by the ME Travel Team. Feel free to contact the ME Travel Team at MEtravel@uw.edu for more information.