Travel Policies and Reimbursement Forms

Please review the UW Travel Services Policies and Procedures prior to travel.

Please see the Astro Travel Checklist.

Foreign Travel Registry: All student foreign travel must be coordinated prior to trip with Global Affairs through the Travel Registry. Faculty and Staff and strongly encouraged to register. 

If you are traveling internationally as a student: Register your travel with the Global Affairs office (Required)

1. https://www.washington.edu/globalaffairs/global-travelers/travelregistry/students/

2. Register for FREE UW Student Abroad Insurance (Required)

   https://www.washington.edu/globalaffairs/global-travelers/travelregistry/

If you are traveling internationally as a Faculty or Staff member

1. Register for the FREE UW travel abroad insurance (Strongly Recommended)

https://www.washington.edu/globalaffairs/global-travelers/travelregistry/

Reimbursements

As of July 1, 2023, the College Administrative Support Team no longer processes reimbursements for receipts incurred more than 90 days before ticket submission. The Astronomy Office asks that reimbursement forms be submitted within 60 days of the purchase, to allow for processing time between the Department and the College. If you are filing a reimbursement that falls after 60 days but within 90 days, please notify uwastro@uw.edu immediately.

Purchase Reimbursement Form

Reimbursements for food purchases require itemized receipts and a list of event attendees.  

Food Approval Form

Food Approval Form is required for food purchases (non-travel). Completed form should be uploaded with documentation in the Purchase Reimbursement Form. 

Travel Reimbursement Form

Reimbursements for travel must be filed within 60 days of the end of the trip.

For non-UW guests, and UW students who are NOT employed by the university:

Guest/Non UW employee Reimbursement Form

Please email completed form and receipts to uwastro@uw.edu with "Guest Reimbursement Request" in the subject line.