Essential Pre-Travel Authorization (E-PTA)

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)

First Name*

Last Name *

Name

Email*

example@uw.edu

UW Affiliation:*

UW Faculty/StaffUW Student Employee

Essential Travel Confirmation*

Meeting or Training is high impact to the academic mission of the UniversityMeeting or Training is essential to fulfilling a deliverable or meeting a requirement of a grant/sponsored project

Select resource type(s) used to fund this travel:

Federal GrantStartup/Retention/Surplus/Royalty ResearchGift (i.e., DiRAC Program, LINCC)

Chair Approval Required; request will automatically route to Chair following PI/funding manager approval.

Was this travel included in the grant/sponsored program budget? (verify with PI or Astronomy Grant Manager, Jessica Ness - crabbj@uw.edu)*

YESNO

Travel Information

Business Purpose:*

Reason for Travel:*

Name or Description of Event/Conference/Meeting/Other

Travel Start Date:

Travel End Date:

Travel Location:

Is this international travel? If yes, click the link to register prior to departure(required):*

YESNO

https://www.washington.edu/globalaffairs/global-travelers/travelregistry/

Expenses:

	Estimated Cost
Airfare
Lodging
Meals Per Diem
Registration Fees
Other Expenses (e.g. ground transportation)

Total:

Will this Trip include PERSONAL TIME? (If yes, list the date/times and locations in the box below.*

YESNO

Personal Time description:

Can not book through Tangerine or use CTA for Airfare or lodging if Personal time is included. Please refer to the Department Travel Checklist for comparison airfare requirements.

Is any portion of this trip paid by an outside source? (If yes, please describe and include amount.*

YESNO

Outside funding description:

NON-GRANT FUNDED JUSTIFICATION:*

Please provide a brief statement to describe how this travel is "essential" and mission-critical to university academic and administrative operations.

Would you like to split the funding allocation?*

YESNO

Percent or Dollar Amount1*

Not required if you are not splitting your allocation

PI/Faculty Budget

Department Budget (if known)

Approver Name

i.e., PI, Advisor, Administrator for Dept. funds. Faculty/PI's should select Grant Manager for their Grants and Administrator for Gifts, Startup/Retention/Dept Funds.

Approver Email*

Additional Worktag(s):

Percent or Dollar Amount2

Not required if you are not splitting your allocation

PI/Faculty Budget2

Department Budget2 (if known)

Approver Name2

i.e., PI, Advisor, Administrator for Dept. funds. Faculty/PI's should select Grant Manager for their Grants and Administrator for Gifts, Startup/Retention/Dept Funds.

Approver Email2*

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

Funding Comments:

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

Traveler Acknowledgement*

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 for reimbursements, and have read and understand the UW Travel Policies pertaining to reimbursements.

PRE-TRAVEL AUTHORIZATION REQUEST

PRE-TRAVEL AUTHORIZATION - Essential Travel (ePTA)

Background:

Directions:

Resources:

Travel Details

Travel Information

FUNDING