Travel Reimbursement and Guidelines

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UNOLS Travel Guidelines

Please read the below guidelines thoroughly.

Travel for UNOLS meetings, workshops and other official business will be reimbursed by the University of Washington (UW) after approval by the UNOLS Office at the School of Oceanography/UW.

The following rules and guidelines should answer most of your questions regarding allowable costs and procedures; please read them before your trip. The Travel Reimbursement Checklist provides an overview of the reimbursement process and can be used as a quick reference. If you have any additional questions, please contact Quentin Barlow at maropsadmin@uw.edu.

UNOLS Travel Checklist

Open the UNOLS Travel Reimbursement Checklist

All travel claims must be completed within 60 days of travel.

Points: The UNOLS Office cannot reimburse any travel procured through mileage programs or with credit card or hotel points.

Package Deals: Package deals can only be reimbursed if the vendor itemizes the cost of each element of the package. Traveler estimates are not acceptable.

Airline Reservations:

  • The UNOLS Office can only provide reimbursement for the cost of economy/main cabin seats.
  • Travelers must purchase the least expensive unrestricted airfare. More information: https://finance.uw.edu/pafc/spending/specific-cost-items/travel#Commercial_Air 
  • Save your receipt immediately upon booking airfare.
  • Submit an itinerary showing class of service and a receipt showing payment and cost.
  • Itineraries without proof of payment will not be accepted.

Ground Transportation:

  • Travelers are limited to the service provider's standard class.
  • Upgrades for personal convenience are not reimbursable.
  • All Uber, Lyft, taxi, or other ground transportation receipts of any amount are required.

Rental Vehicles:

  • Travelers are limited to standard rental cars.
  • The following classes cannot be reimbursed:
    • Premium/Luxury
    • Minivan/Vans
    • SUV
      • Compact
      • Midsize
      • Standard
      • Full-size
      • Premium
    • Truck
    • Electric Vehicle (EV)
    • Hybrid
    • Jeep

Personal travel combined with business: If arriving early or staying later, the traveler must follow these steps:

  • Provide a comparison airfare quote showing business‑only travel dates.
  • Book airfare for your actual trip.
  • Request reimbursement for the lower of (a) actual airfare or (b) comparison quote.
  • Include all quotes and receipts with reimbursement request.
  • Change fees for personal convenience will not be reimbursed.
  • Only one checked bag fee per flight is reimbursable.

Receipts: Receipts are required for airfare, rental cars, lodging, ground transportation of any amount, and any miscellaneous expense $75+.

  • Receipts are *not* required for meals or miscellaneous expenses under $75.
  • Miscellaneous travel expenses include:
    • Gas
    • Parking
    • Public transit
    • Ferry
    • Tolls
    • Baggage fees (for business supplies only)
    • Registration fees
    • Internet/Wi‑Fi fees

Miscellaneous expenses must always comply with UW regulations.

Per Diem: Reimbursements must follow federal per diem rates unless otherwise authorized. Access federal per diem rates.

Mobile Payment Applications: Venmo and similar services require additional documentation including bank statements.

More information about UW's Travel Regulations: https://finance.uw.edu/travel/policies

Receiving Reimbursement for Travel

Upon completion of your travel, please complete the following steps:

  1. Complete the Non‑Employee Travel Claim Form and save a copy for upload.
  2. Fill out the Misc Payments Google form.
  3. Upload the Non‑Employee Travel Claim form and any receipts.
  4. Submit.

UW Payables will mail a check to the home address listed on your claim form.

For any travel questions, contact Quinten Barlow at maropsadmin@uw.edu.