Astronomy Travel Reimbursement FORM

  • TRAVEL REIMBURSEMENT REQUEST

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  • UW Affiliation:*
  • I am requesting:*

  • Pre-Travel Expense Details

  • 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:*
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  • Rows

  • Travel & Expense Details

  • Travel Information

  • Business Purpose:*
  • Is this a full or partial reimbursement?

  • Travel Status

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  • Did Trip include PERSONAL TIME?*

  • COMPARISON AIRFARE REQUIRED 

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  • Expense Details

  • Was Airfare or any other expenses charged to the Department CTA?*
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  • Itemized Travel Expenses

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

  • FUNDING

  • Budget Category:

  • 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 funding allocation?

  • SUPPORTING DOCUMENTATION

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  • IMPORTANT:

    1. The UW Travel Policies including allowable and unallowable expenses, per diem, and receipt/records requirements can be found here. 

    2. 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 January 1, 2026, AST (College Administrative Support Team) no longer processes reimbursements for receipts incurred more than 60 days before ticket submission. The department requests it within 30 days to allow for processing time between the department and AST. If you are submitting a reimbursement that falls after 30 days but within 60 days, please notify uwastro@uw.edu immediately.

    • Travel reimbursement requests received after 30 days but within 60 days are not guaranteed but will be prioritized and processed to the best of our ability.

    • Travel reimbursement requests received after 60 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 30/60-day Rule as desribed above, and have read and understand the UW Travel Policies pertaining to reimbursements.

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