| TYPE OF EXPENSE |
ALLOWABLE |
COST LIMIT |
RECEIPT REQUIRED |
NOTES |
| Advance funds for travel |
YES |
based on # of days of travel & per diem rate |
NO |
Once the completed and signed JISAO Travel Request Form is received by JISAO, an Advance Request is submitted to Marjorie |
| Airfare |
YES |
State contract airfare
Coach fare only |
YES |
Business class fare allowed if entire one-way flight (including layovers) is more than 14 hours
Once the completed and signed JISAO Travel Request Form is received by JISAO, Marjorie can make the airline reservations for you, or you can make them yourself ONLINE or with our Travel Agent--Doug Fox Travel (206-365-7100 or 1-877-429-5787) |
| Alcohol |
NO (see notes for exceptions) |
N/A |
N/A |
Alcohol purchases can only be reimbursed from discretionary funds (of which, JISAO has practically none) |
Baggage Fee |
YES |
N/A |
YES |
Some airlines now charge for extra baggage; reimbursement of this expenses is allowable. |
Car
rental |
YES |
N/A |
YES |
UW Travel credit card should be used for payment. Receipt always required, regardless of cost.
See HERE for more guidelines and details |
| Foreign travel |
YES (see notes for restrictions) |
N/A |
YES |
Some budgets require prior approval from sponsor for foreign travel--contact Meena Chopra or Fred Averick if unsure
Travel to Canada and Mexico, usually not considered Foreign Travel
US flag airlines must be used--unless no US carrier offers flight or certain exceptional circumstances |
| Hotel |
YES |
see notes |
YES |
Cost of hotel is limited to 150% of standard lodging allowance ; there are certain exceptions to this--which must be pre-approved (pre-approval is done on the JISAO Travel Request Form
Hotel reservations are usually made by the traveler; if assistance is needed, contact Marjorie |
| Meals |
INCLUDED IN PER DIEM (see notes if per diem does not cover costs of meals) |
see per diem (and notes) |
NO (assuming only per diem) |
If traveler receives free meal, no per diem needed
Continental breakfast and airplane meals do not count as a full meal--so per diem can be claimed even if traveler receives one
See HERE for circumstances where UW can reimburse meals over the per diem
Meals for UW employees can only be reimbursed when you are in "travel status" |
| Meeting registration |
YES |
NO |
YES |
A copy of the meeting/conference itinerary is needed with other travel documents |
| Membership fees |
SOMETIMES--see notes |
NO |
YES |
If membership is required to attend the meeting, then this is an allowable cost;
Otherwise, in general, professional membership cannot be paid from a federal grant |
| Mileage for personal car |
YES |
rates are HERE |
NO |
More details can be found HERE |
| Per diem |
YES |
rates are HERE |
NO |
|
| Personal travel |
SEE NOTES |
N/A |
N/A |
Although the UW will not pay for any additional costs related to personal travel (whether for a UW employee or his/her companion), it is allowable for UW employees to take annual leave before or after a business trip. Make sure to note the date and time that personal leave starts and ends |
| Public transportation |
YES |
NO |
NO |
Keep a detailed record of such trips though, and send to Marjorie with other documents |
| Receipts--specifically Missing Receipts |
SEE NOTES |
SEE NOTES |
SEE NOTES |
Receipts are not required for items under $50 (except for airfare and car rental). All other expenses must have an original receipt to be reimbursed
If receipt is lost, individual can complete UW Perjury Statement--to certify that expense was valid, but receipt was lost
Fax copies of receipts are acceptable
Credit card statements are acceptable if no other receipt is available |
| Supplies |
YES |
NO |
IF UNDER $50--NO
$50 & OVER--YES |
Fastest reimbursement for supplies will be received by sending receipts and completed petty cash form to JISAO |
| Taxis |
YES |
NO |
IF UNDER $50--NO
$50 & OVER--YES |
|
| Tips |
SEE NOTES |
N/A |
N/A |
Tips for taxi rides are allowable, but tips in hotels or such are covered by the per diem |
