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Understanding university travel policies
Traveling for university-related activities can be an exciting opportunity, but it comes with certain responsibilities and guidelines. As of May 1, 2025, E-Re Estimated Withholding will no longer be applicable for expense reports. It’s essential to stay updated on any changes to these policies to ensure smooth travel experiences. Familiarize yourself with the requirements for submitting expense reports, including necessary documentation and deadlines.
When planning your travel, remember to adhere to the guidelines regarding personal vehicle mileage reimbursement. You will not be reimbursed for the regular commute from home to your main office. However, if you travel over 100 miles round trip, reimbursement may be available at a specified rate. This understanding is crucial for maintaining compliance with university policies.
Preparing for your trip
Before embarking on your journey, ensure that you have completed the necessary steps to be an authorized driver if you plan to use a personal or rented vehicle. Fill out the Driver Authorization Form and allow adequate time for approval from Risk Management. This step is vital to ensure that you are covered by the university’s insurance during your travels.
Furthermore, familiarize yourself with the approved payment methods. University Corporate Travel Cards, Personal Credit Cards, and University Travel Purchasing Cards are the preferred methods for travel-related expenses. Understanding how these payment options function can greatly simplify your financial obligations during your trip.
Booking travel through contracted agencies
For university athletic teams, booking travel is made easier through the contracted agency, Shorts Travel Agency. Coaches and athletic personnel are encouraged to utilize this service for both group and individual travel arrangements. To ensure effective coordination, all travelers must create a profile in the Shorts system before booking travel.
This system allows you to manage personal and team information while keeping track of upcoming trips. Note that, as of July 1, 2020, reservations can only be made through an agent to guarantee personalized service. Make sure to reach out to Shorts Travel for assistance during business hours, Monday through Friday.
Understanding international travel requirements
International travel entails additional considerations. Be aware of the Fly America Act and Open Skies Agreement, which stipulate that university travelers using federal funds must primarily utilize U.S. flag carriers for international flights, barring specific exceptions. It’s crucial to check the regulations before planning your international travel to avoid complications.
Moreover, if you are traveling abroad, familiarize yourself with the necessary documentation such as passports, visas, and any immunization requirements specific to your destination. The UW TravelWIse International booking page offers comprehensive details on these requirements and can aid in your preparation.
Reimbursement policies for meals and lodging
When traveling for university purposes, understanding the reimbursement policies for meals and lodging is essential for managing your expenses effectively. Daily meal and incidental expense per diems are established for various foreign locations, including related taxes and tips. However, any meals provided by hosts or conferences cannot be claimed for reimbursement, so it’s important to keep track of your expenses accurately.
Additionally, ensure that you are aware of the process for submitting your expenses through the e-Reimbursement system. This system is available only to active employees, and understanding how to navigate it will facilitate timely reimbursement for your travel expenses.
Guidelines for interview candidates
If you are responsible for hosting an interview candidate, consider arranging their transportation from the airport or hotel. This personal touch not only enhances the candidate’s experience but may also be a cost-effective alternative to renting a car. The university can reimburse relocation and temporary lodging expenses for new employees, but prior approval from the appropriate division head is necessary.
Understanding these nuances in travel and reimbursement policies will empower you to navigate the university’s travel processes confidently. By adhering to the established guidelines, you can focus on making the most of your travel experience while ensuring compliance with university regulations.