Main Content Information message All UW Tacoma related travel that requires an overnight stay or a conference registration fee (including virtual conferences), requires written approval from an authorized designee**. The University of Washington Travel Office defines 'authorized designee' as follows: General Fund Budget: Head of organizational unit in which the budget is assigned or head's authorized designee** Grant or Contract Budget: Principal investigator or departmental chair in which the grant or contract was awarded to, or an authorized designee** When claimant is the 'authorized person' approval must come from their superior or superior's authorized designee** **Authorized designee must be traveler's supervisor or higher If you have any accessibility issues with this form, please email iashelp@uw.edu and we will be happy to assist you. 1. Traveler Information Traveler Name Traveler's UW Email Traveler Phone Number 2. Travel Details Status message *Note: Under Enhanced Monitoring, conference travel is permitted for professional development, session presenters, leaders in hosting organizations, those traveling on external or grant funding, and required (e.g. accreditation) attendance. If you are attending a conference for professional development, and not presenting, choose "Professional Development," below. Reason for Travel Attending a Conference* Choose this option if you will be presenting at the event or are in the leadership of the organizing society. IF YOU CHOOSE THIS OPTION, YOU MUST PROVIDE THE CONFERENCE ITINERARY FEATURING TRAVELER'S PRESENTATION. Professional Development Choose this option if you are NOT presenting at the event. IF YOU CHOOSE THIS OPTION, YOU MUST ATTACH CONFERENCE BROCHURE OR PROGRAM AND PROVIDE A CLEAR EXPLANATION AS TO HOW THIS EVENT WILL BENEFIT YOUR SCHOLARSHIP, TEACHING, OR LEADERSHIP. THIS SHOULD INCLUDE A FULL ITINERARY OF PLANNED DATES, TIMES, CONTACTS, AND MEETING DESCRIPTIONS SO THERE IS DOCUMENTATION VERIFYING THIS IS NOT "PERSONAL TIME." Retreat/Off-Site IF YOU CHOOSE THIS OPTION, YOU MUST PROVIDE A CLEAR EXPLANATION AS TO HOW THIS TRAVEL WILL BENEFIT YOUR SCHOLARSHIP, TEACHING, OR LEADERSHIP. THIS SHOULD INCLUDE A FULL ITINERARY OF PLANNED DATES, TIMES, CONTACTS, AND MEETING DESCRIPTIONS SO THERE IS DOCUMENTATION VERIFYING THIS IS NOT "PERSONAL TIME." Other… Enter other… Attach Conference Itinerary/Brochure/Program One file only.15 MB limit.Allowed types: gif, jpg, jpeg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip. Conference/Event/Meeting Name Destination (City and State) Warning message Any international travel outside of the United States (including Canada & Mexico), must be registered with the University of Washington Office of Global Affairs. Status message In your travel authorization, we will use the exact dates of the conference, or activity, on the authorization. Our expectation is that you will make travel arrangements necessary to arrive in order for your conference/activity, and return back to your duty station at the close of activities. If the conference/activity begins at 8:00 am, you will very likely need to start travel the day ahead of the conference to arrive on time and be there for the conference/activity. International travel, and travel to more remote destinations, with fewer transportation options, should be included in your note regarding your travel if you require additional lead time to reach your destination. We recognize that you cannot instantly transport from one destination to another, and time for sleep during an overnight period leading up the conference/activity may be necessary so that you can have the most worthwhile experience while attending the conference activity. **Please note, unless you have an accommodation on file, we generally will not be able to approve more than one day ahead, and one day after your conference activity to allow for travel time. Start Date & Time of Travel Start Date & Time of Travel: Year Year20222023202420252026202720282029203020312032203320342035203620372038203920402041204220432044204520462047204820492050 Start Date & Time of Travel: Month MonthJanFebMarAprMayJunJulAugSepOctNovDec Start Date & Time of Travel: Day Day12345678910111213141516171819202122232425262728293031 Start Date & Time of Travel: Hour Hour123456789101112 Start Date & Time of Travel: Minute Minute00153045 Start Date & Time of Travel: AM/PM AM/PMampm For time, please enter the time you will be leaving your home/duty station at the start of your travel status for the business purpose. This should NOT include personal time. End Date & Time of Travel End Date & Time of Travel: Year Year20222023202420252026202720282029203020312032203320342035203620372038203920402041204220432044204520462047204820492050 End Date & Time of Travel: Month MonthJanFebMarAprMayJunJulAugSepOctNovDec End Date & Time of Travel: Day Day12345678910111213141516171819202122232425262728293031 End Date & Time of Travel: Hour Hour123456789101112 End Date & Time of Travel: Minute Minute00153045 End Date & Time of Travel: AM/PM AM/PMampm For time, please enter the time you will be arriving at your home/duty station at the end of your travel status for the business purpose. This should NOT include personal time. Will you have any personal time while in travel status? No Yes If yes, please describe the details (date(s)/time(s)/location(s)) in the comments section at the bottom of this form. Warning message Required for Trip Purpose Below: include how the trip relates to the employee's work or the student's educational experience for professional development or academic achievement. Please include the relationship to the budget charged, and a description of the expected benefits to UW Tacoma. IF YOU DO NOT INCLUDE THIS INFORMATION IN YOUR TRIP PURPOSE, YOUR TICKET WILL BE RETURNED UNTIL THIS INFORMATION IS PROVIDED. Trip Purpose Budget Name Example: SIAS Operations Budget (PDF) or grant FAS Budget Cost Center Program/Gift/Grant Resource Function Fund 06-0330 CC100681 PG119273 RS100216 FN110 FD116 74-0371 CC100681 PG117003 RS100001 FN110 FD101 Budget to Worktag Mapping Cost Center Worktags (Budget) SIAS Examples of Budgets by Funding Source: PDF: FAS 06-0330 (SIAS Operations Budget) STF: FAS 06-0330 (SIAS Operations Budget) SUF: FAS 74-0371 (SIAS Commitment Budget; Start Up Funds) Estimated Costs Re-order Estimated Meal per Diem? Estimated Airfare? Estimated Lodging per Diem? Conference Fee Other Transportation Costs Other Costs TOTAL ESTIMATED TRAVEL COSTS Weight Operations Estimated Meal per Diem? Estimated Airfare? Estimated Lodging per Diem? Conference Fee Other Transportation Costs Other Costs TOTAL ESTIMATED TRAVEL COSTS Item weight Add more items more items If any portion of your travel is to be reimbursed using two budgets, through an outside source, or other, please explain: Traveler Comments: 3. Travel Arrangements Check here if you wish to have the airfare charged to the CTA (Central Travel Account) If you need to use the CTA, please contact UWT Travel contacts via uwtcta@uw.edu prior to making travel arrangements/reservations. Method of transportation to destination Plane Train Automobile Other… Enter other… Most economical means of travel is a requirement in the pre-trip approval process, travel approver is responsible in ensuring that personal preference(s) did not increase costs. In the event a transportation method other than airfare is selected due to personal preference, the basis for comparison is flying lowest cost logical coach fare directly to the business location. **For example, if your preference is to drive, but the flight to the location would be less overall cost, we will only be able to reimburse the lesser of the costs. We will require a comparison airfare in some cases if driving or train is indicated as the method of transportation. 4. Approval Signatures Traveler Signature Sign above Date of Signature Leave this field blank
