PRE-TRAVEL AUTHORIZATION - Essential Travel (ePTA)
This form is REQUIRED for:
- Staff and Students, regardless of funding source
- Faculty, traveling on non-grant funds
Background:
A pre-travel authorization for department staff/students is required as the general department policy. The department is required to retain the approved pre-travel authorization for six years and approvals must be available for audit.
FINANCIAL RISK MITIGATION effective March 7, 2025:
Institution-wide requirement: “All planned travel or training that is not essential to operations must be cancelled. Travel or training that was approved and purchased prior to this directive and is critical to the University’s operations can occur if deemed essential by a dean, chancellor (or designee), or cabinet level official.”
College of Arts & Sciences additional guidance: Essential is defined as travel or training that are mission-critical to university academic, administrative, and clinical operations. Please exercise restraint for all travel that is not grant-funded and/or required for project completion.
Travel expenditures on research grants: PIs have delegated authority to approve travel for their research group members on active research grants. Justification for travel should already exist in the grant documentation (e.g., proposal, budget, etc.) and grant funded pre-travel requests will route to the PI for approval. The e-PTA is required for all research group members traveling on grant-sponsored funds.
Travel expenditures on non-research funds (startup, retention, gifts, or endowed funds): Chair approval is required. All Astronomy members (faculty, staff, postdocs, graduate students, undergraduates) will have to fill out the pre-travel authorization form (ePTA) before booking travel. e-PTA will route to the PI/Budget Manager and the Chair. Reimbursements will not be processed if pre-travel authorization was not submitted and approved.
Directions:
PRIOR to making any travel arrangements, traveler should complete this form to receive approval from the PI/Manager and/or Department Chair (for non-grant funds). You can expect to receive an email/decision notification within 3-5 days. If approved, the approval MUST be attached to any reimbursement requests submitted to the department.
Travel reimbursements will not be processed without an attached Pre-travel approval.
Resources:
For general travel questions: astrotravel@uw.edu
Astronomy Travel Checklist
Astronomy 60/90 Day Reimbursement Policy
UW Travel Policies
UW International Travel Registry (required for students; strongly encouraged for faculty and staff)