Travel

Travel Forms

• Travel Reimbursement Form
• UAA Travel Authorization

Guide to Staff Travel

Discuss your travel plans with the Robinson Center director. The Center has a policy of supporting staff in all professional events, regardless of whether their purpose is to promote the Center, as any professional appearance of Robinson Center staff represents us.

All travel must be requested and approved in writing prior to making any purchases, and before the trip departure date, using the RC Travel Request Form. Approval will be granted by the RC Director and Dean: Travel Request Approval Flow. It is important that all RC travelers must follow State, University, and School policies when arranging for travel and while in travel status. Economical and budgetary consideration is requested of all travelers.

A Department Corporate Travel Account or Individual Travel Card must be used to pay for all expenses related to RC business travel. If the department or traveler does not have a Department Corporate Travel Account or Individual Travel Card, a personal credit card may be used and reimbursement requested following completion of the trip. A ProCard can be used for specific travel expenses (e.g., conference registration) as allowed by the UW ProCard policies.

Limited travel costs such as airline, rail, or bus tickets may be billed to a departmentally-held Central Travel Account (CTA). Travelers wishing to bill costs to the CTA must check with their department administrator to discuss appropriate use. Airline tickets can be purchased directly from a State of Washington contract airline, internet provider, or travel agency as outlined at http://www.washington.edu/admin/finserv/travel//air.travel.html and according to the payment requirements above.

Effective June 7, 2012, the use of state contracts are no longer required but are available for use. The new policy allows higher education to book travel arrangements using the “most” economical means possible.

Car Rental

When renting a car for business travel, the traveler must be listed as the driver on the rental agreement. The entire rental expense is not reimbursable if any other person not on UW business is listed as a driver. All RC travelers, whether renting a car or driving a personal car on University business, must follow the University travel policy for cars outlined at http://www.washington.edu/admin/finserv/travel/cars.html.

Travel Reimbursement Procedure

Not all costs incurred while in travel status are considered allowable expenses and thus may not be reimbursed. At minimum, the following circumstances must be met:
1. Traveler saves all business-purpose original receipts, proof of travel, conference brochures, and registration forms. In the absence of an original receipt, a photocopy of the receipt, accompanied by the traveler’s credit card statement showing the charge or accompanied by a perjury statement must be submitted.

2. Traveler submits reimbursement request, receipts, and conference brochure to the Administrator to prepare an Electronic Travel (eTravel) reimbursement.

Public Transportation

Local school trips may receive prepaid Orca cards for paying student, teacher, and assistants' fare on a public bus. Any required bus fare must have an estimated cost on a submitted event request. See Metro fare rates.