\n<\/div>\n<\/div>\n
Additional travel information<\/h2>\nPer diem rates<\/h3>\n\n- Current\u00a0Domestic Per Diem Rates<\/a><\/li>\n
- Current\u00a0Domestic Non-Contiguous Per Diem Rates<\/a>\u00a0(Alaska, Hawaii and other U.S. territories)<\/li>\n
- Current\u00a0International Per Diem Rates<\/a><\/li>\n<\/ul>\n
Travel packages<\/h3>\n
Travel packages are only reimbursable as a travel expense if components of the travel package can be itemized (airfare, airfare tax, lodging room rate per night, lodging tax per night, etc.)<\/p>\n
If package deals are reimbursed without detail, it is not an allowable travel expense, and the reimbursement counts as taxable income for the traveler and is taxed through payroll.<\/p>\n
Visit UW’s policy on\u00a0package deals<\/a>.<\/p>\nMeals<\/h3>\n
Travelers must indicate if meals were provided by other sources. For example, if you are attending a conference and lunch is included. Your conference itinerary must be included in your reimbursement request.<\/p>\n
Meal per diem starts when you are in travel status. Documentation examples include airfare itinerary, train reservation confirmation, or POV departure time.<\/p>\n
You will not be reimbursed for alcohol. For additional information on meals and\/or alcohol during travel, please see UW\u2019s policy on\u00a0meals<\/a>.<\/p>\nLodging per diem<\/h3>\n
Before you book, verify\u00a0lodging per diem rate for your travel destination<\/a>. Reimbursement is limited to per diem rate unless an exception exists.<\/p>\nExceptions in which lodging costs in excess of the per diem rate is allowable include:<\/p>\n
\n- Hotel is adjacent to conference listed in program \u2013 limitations apply<\/li>\n
- Lower cost overall to stay in more expensive hotel (vs. combined cost of staying in cheaper hotel and taking a taxi to conference or renting a car) \u2013 limitations apply<\/li>\n
- Concerns for health and safety<\/li>\n
- Special event or disaster<\/li>\n<\/ul>\n
For additional information on lodging, please see UW’s policy on\u00a0lodging<\/a>.<\/p>\nPersonal time<\/h3>\n
If taking personal time, you will need to provide documentation comparing airfare costs showing your personal time did not incur additional costs.<\/p>\n
Comparison airfare<\/h4>\n
If you are taking personal time off, comparison airfare is the airfare you would have booked if you only stayed for the allowable business days. For example, a conference is Monday-Thursday, and you want to take personal time from Thursday-Sunday. You will need to provide comparison airfare for the Monday-Thursday dates, along with the airfare you purchased with personal time. If the purchased airfare exceeds the comparison cost, you will only be reimbursed the lesser of the two.<\/p>\n
For additional information on comparison airfare, see UW\u2019s policy on\u00a0comparison airfare<\/a>.<\/p>\nMileage for long distances<\/h3>\n
If requesting mileage for long distances, you will need to provide other transportation comparisons to show what the cost would have been if taking other means of transportation (e.g. train, airfare, bus, etc.). For example, if you were traveling from Seattle to Portland, you will need to provide documentation on cost of airfare, mileage, and\/or other means of transportation (e.g. bus or train).<\/p>\n
Car rental<\/h3>\n
Compact or sedan (5-person car) is the standard allowable car rental. Upgrades are allowable with appropriate justification. For example, requesting a van to transport supplies and equipment necessary to complete field work is an appropriate justification.<\/p>\n
For additional information on car rental or other transportation, see UW\u2019s policy on\u00a0car, insurance, mileage and other transportation<\/a>.<\/p>\nMileage rates for privately owned vehicle<\/h3>\n
All mileage starts from the university campus on weekdays, during work hours 8am- 5pm. If travel begins outside of work hours, you may use your home as your starting point for mileage. You cannot claim reimbursement for BOTH mileage and gas. The mileage rate accounts for gas and wear and tear.<\/p>\n<\/article>\n<\/div>\n<\/section>\n<\/section>\n
- \n
- Current\u00a0Domestic Per Diem Rates<\/a><\/li>\n
- Current\u00a0Domestic Non-Contiguous Per Diem Rates<\/a>\u00a0(Alaska, Hawaii and other U.S. territories)<\/li>\n
- Current\u00a0International Per Diem Rates<\/a><\/li>\n<\/ul>\n
Travel packages<\/h3>\n
Travel packages are only reimbursable as a travel expense if components of the travel package can be itemized (airfare, airfare tax, lodging room rate per night, lodging tax per night, etc.)<\/p>\n
If package deals are reimbursed without detail, it is not an allowable travel expense, and the reimbursement counts as taxable income for the traveler and is taxed through payroll.<\/p>\n
Visit UW’s policy on\u00a0package deals<\/a>.<\/p>\n
Meals<\/h3>\n
Travelers must indicate if meals were provided by other sources. For example, if you are attending a conference and lunch is included. Your conference itinerary must be included in your reimbursement request.<\/p>\n
Meal per diem starts when you are in travel status. Documentation examples include airfare itinerary, train reservation confirmation, or POV departure time.<\/p>\n
You will not be reimbursed for alcohol. For additional information on meals and\/or alcohol during travel, please see UW\u2019s policy on\u00a0meals<\/a>.<\/p>\n
Lodging per diem<\/h3>\n
Before you book, verify\u00a0lodging per diem rate for your travel destination<\/a>. Reimbursement is limited to per diem rate unless an exception exists.<\/p>\n
Exceptions in which lodging costs in excess of the per diem rate is allowable include:<\/p>\n
- \n
- Hotel is adjacent to conference listed in program \u2013 limitations apply<\/li>\n
- Lower cost overall to stay in more expensive hotel (vs. combined cost of staying in cheaper hotel and taking a taxi to conference or renting a car) \u2013 limitations apply<\/li>\n
- Concerns for health and safety<\/li>\n
- Special event or disaster<\/li>\n<\/ul>\n
For additional information on lodging, please see UW’s policy on\u00a0lodging<\/a>.<\/p>\n
Personal time<\/h3>\n
If taking personal time, you will need to provide documentation comparing airfare costs showing your personal time did not incur additional costs.<\/p>\n
Comparison airfare<\/h4>\n
If you are taking personal time off, comparison airfare is the airfare you would have booked if you only stayed for the allowable business days. For example, a conference is Monday-Thursday, and you want to take personal time from Thursday-Sunday. You will need to provide comparison airfare for the Monday-Thursday dates, along with the airfare you purchased with personal time. If the purchased airfare exceeds the comparison cost, you will only be reimbursed the lesser of the two.<\/p>\n
For additional information on comparison airfare, see UW\u2019s policy on\u00a0comparison airfare<\/a>.<\/p>\n
Mileage for long distances<\/h3>\n
If requesting mileage for long distances, you will need to provide other transportation comparisons to show what the cost would have been if taking other means of transportation (e.g. train, airfare, bus, etc.). For example, if you were traveling from Seattle to Portland, you will need to provide documentation on cost of airfare, mileage, and\/or other means of transportation (e.g. bus or train).<\/p>\n
Car rental<\/h3>\n
Compact or sedan (5-person car) is the standard allowable car rental. Upgrades are allowable with appropriate justification. For example, requesting a van to transport supplies and equipment necessary to complete field work is an appropriate justification.<\/p>\n
For additional information on car rental or other transportation, see UW\u2019s policy on\u00a0car, insurance, mileage and other transportation<\/a>.<\/p>\n
Mileage rates for privately owned vehicle<\/h3>\n
All mileage starts from the university campus on weekdays, during work hours 8am- 5pm. If travel begins outside of work hours, you may use your home as your starting point for mileage. You cannot claim reimbursement for BOTH mileage and gas. The mileage rate accounts for gas and wear and tear.<\/p>\n<\/article>\n<\/div>\n<\/section>\n<\/section>\n
- Current\u00a0Domestic Non-Contiguous Per Diem Rates<\/a>\u00a0(Alaska, Hawaii and other U.S. territories)<\/li>\n