Travel Services

Travel Planning & Booking

Pre-authorization

Updated 3/18/2025

Travel that is deemed essential and/or critical to the UW Tacoma mission is allowed. Examples include, but are not limited to, student engagement, professional development, session presenters, and events which require attendance. 

For any travel with an overnight stay, regardless of funding source, pre-authorization is required prior to booking. This applies to all destinations, including in-state travel (WA/OR/ID). Approval for Travel Pre-Authorizations may come from the Executive/Vice Chancellor, Dean, or a pre-determined delegate. 

UW Travel Agencies

• Travel Leaders
• Azumano
• Corporate Travel Management
• Key Travel
• Tangerine Travel
• Christopherson Business Travel
• WA State Contracted Agencies

Personal time and travel

Combining personal time with UW business is allowable and requires an airfare comparison. The dates for the comparison airfare should match the days of business without personal time.

Airfare

Airfare may be booked directly with an airline or a through a preferred travel agency.

Payment may be made with personal 

UW Tacoma Central Travel Account

UW Tacoma has a Central Travel Account (CTA) card managed by UWT Procurement Services and can be used to purchase airfare and lodging that meet specific requirements.

CTA booking requests must be submitted at least 10 business days prior to the travel departure date by emailing tacfiscal@uw.edu.

Due to restrictions, the UWT CTA may not be used when combining personal time with business travel.

CTA Lodging Requirements

The CTA may be used to charge lodging only for:

• UW Students
• Non-UW travelers
• Five or more UW travelers attending a conference/group event in the U.S. or British Columbia, Canada where the UW is reserving and paying for the block of rooms and prior written approval has been obtained from the UW Travel Card Administrator.

Local Lodging

When booking local lodging, please utilize one of our contracted hotels:

• Marriott Courtyard Downtown Tacoma
• Holiday Inn Express Tacoma Downtown
• Hotel Murano

Please refer to the Travel Contacts list below for specific lodging contact information and alternates to contracted hotel lodging.

For UW business only. Please email tacfiscal@uw.edu with reservation information.

Registration Fees

Registration fees may be paid on a Procurement Card (ProCard) or you may pay yourself and claim reimbursement. Conference brochure/agenda must be submitted for reimbursement. Membership associated with travel registration fees may be reimbursed if mandatory and unavoidable for attending conference.

Travel Reimbursement

Per Diem

Per diem is an allowance method by which UW handles lodging and meal reimbursement to an individual.

Lodging

To be eligible for per diem, the traveler must be in travel status and staying at a commercial lodging facility. AirBnB and VRBO are considered commercial lodging facilities and only reimbursed to the traveler who paid directly, even when the facility is shared among multiple travelers.

Meals

Visit the U.S. General Services Administration (GSA) website and UW Travel Services website to find more information on domestic meal per diem.

The conference brochure must be submitted with the reimbursement request for meals claimed during a conference. Provided meals must be zeroed out on traveler’s expense report. When travelers include personal time with their trip, meals will be reimbursed based on the traveler’s actual time in travel status.

Expense Reports

Travel reimbursements are processed through Workday as an Expense Report.  For Non-UW travelers, travel reimbursements are processed as a lump sum on a Miscellaneous Payment. Be sure to include the new travel form on the UW Travel website. For additional details on how to process expense reports, please visit UW Travel.

Please note, receipts are required for any expense over $75. Perjury statements will not be accepted for required receipts. For details, see Receipts.