UW Astronomy Travel Reimbursement FORM

Date

First Name*

Last Name *

Name

Email*

example@uw.edu

UW Affiliation:*

UW Faculty/StaffUW Student Employee

UW NetID

I am requesting:*

Pre-Travel Reimbursement (Airfare, Lodging, Conference ONLY)Post-Travel Expense Reimbursement

Prior-trip Reimbursement
It is allowable to reimburse travel expenses prior to the trip as long as it meets all other travel compliance requirements (keeping in mind UW receipt policy). Reimbursement is processed the same as after the trip. Airfare, registration, and lodging are eligible expenses for a prior-trip reimbursement.

Restrictions
The following expenses are not eligible for prior-trip reimbursement:

Meal per diem allowance (see per diem advance above for advancing per diem)
Mileage
Meals paid for others
Car Rental (final rental agreement required per receipt policy)
Gas
Laundry
Tolls

Pre-Travel Information

Business Purpose:*

Description:*

Name or Description of Event/Conference/Meeting/Other

Travel Start Date:

Travel End Date:

Add pre-travel reimbursement items here:

	Purchase Date	Cost
Airfare
Registration
Lodging

Total Amount Requested:

Travel Information

Business Purpose:*

Description:*

Name or Description of Event/Conference/Meeting/Other

Is this a full or partial reimbursement?

Full ReimbursementPartial Reimbursement

Partial Reimbursement Amount Requested:

Partial Reimbursement Reason:

Travel Status

Official Duty Station (Travel From):

City, State (UW Seattle or Home if "Remote" work approved in Workday).

Travel Location (Travel To):

City/State or State/Province/Country for International

Travel Start Date:

Date

Hour MinutesAM/PM Option

Travel End Date:

Date

Hour MinutesAM/PM Option

Did Trip include PERSONAL TIME?*

YESNO

COMPARISON AIRFARE REQUIRED

Personal Travel Start Date

Date

Hour MinutesAM/PM Option

Personal Travel End Date:

Date

Hour MinutesAM/PM Option

Personal Travel Location:

City/State or State/Province/Country for International

Expense Details

Was Airfare or any other expenses charged to the Department CTA?*

YESNO

Upload Receipts for Department CTA or Procard Verification. DO NOT ENTER IN THE "EXPENSE DETAILS" SECTION BELOW.

Itemized Travel Expenses

Enter total amounts for each category:

Total (est., per diem will be calculated by AST)

If Meals - Per Diem selected, were any meals provided? (i.e., conference colleague paid fo rdinner, hotel breakfast, etc)

YESNO

Provide specific meals provided (breakfast, lunch, or dinner, and dates:

	Date	Breakfast	Lunch	Dinner
1
2
3
4
5
6
7
8
9
10

Approver Name

i.e., PI, Advisor, Administrator for Dept. funds. PI's should select Grant Manager for their own grants.

Approver Name 2

Enter approver name here if not in the drop down list

Approver Email*

PI/Faculty Budget (if known)

Department Budget (if known)

Additional Worktag(s):

If Worktags are unknown, type a budget description (i.e., xx startup) into the comment section. Astronomy fiscal staff will complete fields if needed.

Would you like to split the costing allocation?

YESNO

SPLIT Allocation Driver Worktag2

SPLIT Allocation %

Funding Comments:

Enter any funding details or notes (i.e, split percentages)

Required Documentation to Upload:

Upload Supporting Docs/Receipts:

If using a mobile device:

Justifications/Links/Comments:

IMPORTANT:

The UW Travel Policies including allowable and unallowable expenses, per diem, and receipt/records requirements can be found here.
Expense reimbursements must be submitted to the Astronomy Office within 60 days of: the end of the trip (for travel-related expense reimbursements) and the date of the purchase (for non-travel-related expense reimbursements).

As of July 1, 2023, AST (College Administrative Support Team) no longer processes reimbursements for receipts incurred more than 90 days before ticket submission. The department requests it within 60 days to allow for processing time between the department and AST. If you are submitting a reimbursement that falls after 60 days but within 90 days, please notify uwastro@uw.edu immediately.
Travel reimbursement requests received after 60 days but within 90 days are not guaranteed but will be prioritized and processed to the best of our ability.
Travel reimbursement requests received after 90 days are ineligible for reimbursement and will not be processed.

Select "Save for Later" to return and complete form another time.

Select "Review" to review and sumbit reimbursement request.

By selecting the "Submit" button, you are acklowledging that you have read and understand the 60/90-day Rule as desribed above, and have read and understand the UW Travel Policies pertaining to reimbursements.

TRAVEL REIMBURSEMENT REQUEST

Pre-Travel Expense Details

Pre-Travel Information

Travel & Expense Details

Travel Information

Travel Status

Expense Details

Itemized Travel Expenses

FUNDING

SUPPORTING DOCUMENTATION