Travel Reimbursements

For non-travel reimbursements please use this link: Non-travel Reimbursements

Overview

Effective June 15, 2026: Expense reimbursements must be submitted within 60 days to avoid being treated as taxable income. Late submissions will still be reimbursed but will be processed through payroll with applicable tax withholding. (Policy)

Submit a Travel Reimbursement

Click the link below to submit your request:

UW Travel Reimbursements | College of Arts and Sciences - Administrative Support

Approvals

  • All postdoctoral scholars, graduate students, and staff must obtain approval prior to incurring any UW-covered travel expense
  • The approval email must be included as an attachment with your reimbursement request
  • Requests will not be processed without PI approval
  • Reimbursements on grants, PI RCR (GR#) do not require Chair approval

Documentation

Travel Reimbursement Checklist: TRAVEL REIMBURSEMENT CHECKLIST

  • Itemized receipts with proof of payment
  • Approval documentation (PI/supervisor)
  • Alcohol purchases will not be reimbursed.
  • Attach all required approvals upfront to avoid delays

International Travel

All graduate and undergraduate students are required to register international travel itineraries with the Office of Global Affairs. The UW Office of Global Travel facilitates safe and successful travel for UW faculty, staff, and students. Students are also required to obtain UW Student Abroad Insurance. This provides major medical insurance benefits while overseas and evacuation services for medical, security, and natural disaster emergencies, which is not provided by regular GAIP insurance.

UW Travel Cards

Faculty or staff who take at least two business trips each year may want to consider obtaining a UW Travel Card. This is an individual liability card, i.e., the card holder is responsible for paying the expenses incurred. As long as reimbursements are filed in a timely fashion, the Travel Card bill will typically not be due before you receive your reimbursement. Unfortunately, the UW Travel Card is not available to student employees. Please see the UW Travel Office website for more information about the UW Travel Card.

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