Travel

SAFS now uses eTravel, an electronic version of the travel reimbursement process. UW employees (those who are in the UW Payroll System) will approve their travel expenses on-line when prompted by an email. Those not in the Payroll System will still need to sign the Travel Expense Report (ER).

There are numerous rules and regulations for using UW budgets to travel. See the UW Travel site for information:

Contact Robin Weigel in the SAFS Administrative Suite, FSH 116, as soon as you know your travel dates. Below is an overview of the pre- and post-travel process.

Travel Needs for UW Employees

Pre-Travel Process

Airfare

Conference Fees (Three Options)

  1. Pay on-line using your UW Procard.
  2. Submit your completed registration form and a Request for Purchase Form to SAFS purchasing agent (Robin Weigel). She will order for you.
  3. Pay for registration yourself and submit for reimbursement.

IMPORTANT: Proof of purchase must show dates and location of conference, method of payment, and whether meals were included. You cannot be reimbursed for any extra fees such as t-shirts or optional social activities. See Robin Weigel for clarification.

Post Travel Process (Claiming Reimbursement)

Claim Reimbursement for Ferry Fare

Claim reimbursement on a Travel Worksheet. Attach receipt if over $75. Additional passengers must be listed by name and should be on official SAFS business.

Claim Mileage

Meals and Lodging

To be in “travel status” and claim meals or lodging, your destination must be at least 50 miles from work/home (whichever is closer) AND gone for 3 hours more than your normal work day.* (A stop for food should not be part of the extra 3 hours).

IMPORTANT: If destination is less than 50 miles and you must spend the night due to unusual circumstances, see Robin Weigel for list of exceptions. PRIOR APPROVAL REQUIRED.
(*Normal workday for students is 4 hours, normal workday for most staff is 8 hours).

Claim Meals and Lodging for Yourself or Others

Lodging & Meals: Check the lodging per diem for your area prior to travel. Helpful links:

Driving instead of flying

If you drive rather than fly to your destination, we can reimburse mileage up to the most economical fare to that destination. The comparison fare should be printed PRIOR to the trip. For more details: http://f2.washington.edu/fm/travel/cars

Travel Needs for Non-UW Guests

Airfare

The traveler has two options: pay for own reservations and be reimbursed after the trip, or work with our travel agent (SAFS will pay the vendor directly). Contact Linda Kroeger at Classic Connections, (800) 397-7304 or email: linda@classic-connections.net  If going through Classic Connections, the PI of the budget should send an e-mail to Robin (rweigel@uw.edu) informing her of traveler’s name, budget #, and purpose of trip.

Lodging, Meals and Other Travel Expenses

PI of budget should send e-mail to rweigel@uw.edu with traveler’s name, the # of lodging nights needed, budget # and purpose. Robin can then make reservations for your guests. Miscellaneous travel expenses (mileage, parking, shuttle, etc) can be reimbursed after the trip. Maintain a list of expenses (and receipts for items over $75). A Travel Worksheet must be completed by each traveler. If traveler is from another country, be sure to obtain a copy of their I-94 prior to them leaving the country. (If obtaining a copy of the I-94 form was not possible, obtain a copy of their passport page that has the port of entry stamp as well as the page with their picture.)

Change E-mail Notification Preferences for eTravel

Ariba is an automated system that sends messages each time an action is completed on a travel reimbursement (Expense Report).  To change the amount of emails Ariba sends you, you must manually change your email preferences within Ariba.

Click on this link and follow the steps below:

Click on the “Ariba eTravel” link found on the right side of the screen.  You will be prompted to enter your UW NetID. 

  1. Click on the “preferences” tab that is located in the deep purple header at the top of the page and select “CHANGE EMAIL NOTIFICATION PREFERENCES”. 
  2. Click on the menu ‘down arrow’ located to the right of “EDIT PREFERENCES FOR:” and scroll down to “EXPENSE REPORT” and click on it.   
  3. On the next screen you will see the automatic settings set by Ariba.

Change the following settings to SEND EMAIL SUMMARY:

  1. WHEN I AM AN APPROVER: 
  2. WHEN I AM A WATCHER: 

Leave the rest of the settings at their default.  You will now receive only summary emails and only when you have a travel reimbursement in process.

If you have any questions about setting your email preferences, please do not hesitate to contact Robin Weigel, our travel coordinator. You can also contact Mark Centuori or Jessica Roshan for assistance.

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