Travel and Expense Policies and Reimbursement Forms

TRAVEL 

Institution-wide Requirement: All planned travel or training that is not essential to operations must be cancelled. 

Travel expenditures on research grants: PIs have delegated authority to approve travel for their research group members on active research grants. Justification for travel should already exist in the grant documentation (e.g., proposal, budget, etc.) and grant funded pre-travel requests will route to the PI for approval. The e-PTA is required for all research group members traveling on grant-sponsored funds.

Travel expenditures on non-research funds (startup, retention, gifts, or endowed funds): Chair approval is required. All Astronomy members (faculty, staff, postdocs, graduate students, undergraduates) will have to fill out the pre-travel authorization form (ePTA) before booking travel. e-PTA will route to the PI/Budget Manager and the Chair. Reimbursements will not be processed if pre-travel authorization was not submitted and approved.

TRAVEL Forms & Resources

  • Astronomy Pre-Travel Authorization

  • UW Travel Services Policies and Procedures 

  • Astro Travel Checklist

  • Travel Reimbursement Form

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

  • 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.
    •  Students traveling abroad for learning, fieldwork or research are required by UW policy to register their travel. Students on programs offered through UW Study Abroad are registered as part of their enrollment and no further actions are required. Students who are employed in some capacity by UW are required to register their travel as students (ie. staff appointments, researchers, HFS, etc.).
    • Employees (faculty, other academic personnel, staff, including medical residents) on official UW travel abroad are strongly encouraged to register their travel and should follow their units’ specific policies or requirements.

Update on travel to the Middle East: All official UW travel to Israel, the West Bank, Gaza, Lebanon and Syria by faculty, staff, other academic personnel, and students should be deferred until further notice. For the most recent alerts and embassy messages from the U.S. Department of State, go to the U.S. DOS Travel Advisory page for Israel, the West Bank and Gaza, Lebanon, and Syria.

PURCHASING

FOOD

Institution-wide Requirement: We’ve been asked to take a more conservative approach to food and catering expenses across all funding sources. While we recognize the value these expenditures can have for engagement, adjustments will be made to bring spending more in line with current priorities. This may include scaling back on food for certain events or rethinking the frequency and format of regular gatherings. We appreciate your understanding as we explore more cost-effective approaches moving forward.

OTHER SPENDING/ACTIVITIES/PURCHASES

We’ve been asked to temporarily hold off on activities and purchases that may not be considered essential at this time.

Purchasing Forms & Resources

 

REIMBURSEMENTS

Astronomy 60/90 Day Reimbursement Policy:

Effective July 1, 2023: Reimbursement forms must 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. Reimbursements received after 60 days are not guaranteed.

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.  

 

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