travel status uw

• Faculty & Staff

Policies and procedures

The UW Travel Office  maintains detailed and up-to-date policies and procedures related to travel for UW business by UW employees and guests of the University.

Travel-related expenses must never be charged to a UW ProCard. Complete a Travel Approval Form  (pdf) and route it for approval in advance of any travel-related costs or travel outside the State of Washington.

This form should also be used when you plan to purchase an airfare or train fare upgrade costing over $75, and to seek approval of hotel rates that are above the allowable lodging per diem rates for the hotel location. You must provide documentation justifying any exception to the UW lodging per diem policy (i.e. for official conference hotels where the room rate exceeds the UW per diem, you must provide documentation that the conference organizers named the hotel as an official conference hotel).

Booking & paying for your travel

Central travel account (cta): flights and guest lodging.

Kim Dinh administers and authorizes use of the Provost Central Travel Account (CTA) for authorized Executive Office and organization unit administrative staff to purchase airline tickets for UW employees or lodging for guests of the UW. ( Note: All purchases must conform to UW Central Travel Account guidelines  and lodging for UW employees cannot be charged to the Provost CTA.)

Administrative staff given access to use the Provost CTA must forward all receipts and itineraries to Executive Office Shared Services at [email protected] once the transaction is completed (do not wait for the end of the month). For each transaction, a business purpose must be provided that answers the following questions: WHO is the purchase for; WHAT was purchased; WHERE (from which vendor) was the purchase made; WHEN was the purchase made; and WHY was the purchase made.

Travel Agency

The Executive Office Shared Services recommends working with Tangerine Travel to obtain good state-contracted rates and excellent customer service.

Tangerine Travel

Website: Tangerine Travel Phone: 800-678-8202 or 425-822-2333 Regina Morris: [email protected] Sue Buchman-Wiita: [email protected]

If airfare or guest lodging is to be charged to the Provost CTA, Executive Office Shared Services will need to give the travel agent authorization to charge the CTA (in these cases, please tell the agent to contact EOSS for CTA billing authorization).

Lodging and meals per diem

Lodging and meals expenses incurred by UW employees in travel status as well as guests of the University must adhere to UW-approved per diem rates .

Reporting your foreign travel

Email  [email protected] with your travel itinerary prior to embarking on your trip. (This can be as simple as forwarding on your flight confirmation and other travel details along with your employee information.)

This is critical to the Office of Global Affairs (OGA) ability to manage the health and safety of UW employees and students traveling abroad. Visit OGA’s  International Travel Registry site for more detailed information.

While traveling

Do not make purchases on your ProCard. Use your UW Travel Card (if you were provided with one) or your personal card. Keep your itemized receipts.

Requesting reimbursement after travelling

Converting foreign currency.

The UW Travel Office recommends the OANDA FX Converter for calculating exchange rates.

Reimbursement

• Complete and submit a Travel Reimbursement Form with scans of receipts attached.
• If a required receipt was not obtained or is missing for a purchase over $75, the cardholder must complete a Perjury Statement (pdf) for that purchase and submit it with the other receipts (receipts for purchases less than $75 are not required but preferred whenever possible).

• Travel process

ONLINE REIMBURSEMENT SUBMISSION

Submit a reimbursement request online here .

A BRIEF OVERVIEW OF WWAMI STUDENT TRAVEL: Here is the basic framework of travel at the University of Washington. It is important to remember that there are no special rules for medical students; there is just one set of rules for people traveling on UW business. If the UW travel rules create inconveniences for you, it will be up to you to adjust your plans, because the UW will not make exceptions for you. The School of Medicine obeys the UW’s travel policies and there is nobody at the School of Medicine with the authority to overrule UW travel policies.

• Everyone doing UW business (including staff, faculty, and students) must be in what’s called “travel status” in order for the UW to pay any travel costs.
• “Travel status” means that you leave your official duty station on UW business (including required clinical rotations). You must have an official duty station in order to leave it, otherwise you are never in “travel status.”
• Everyone doing UW business has an official duty station. This is determined not by where you live, but by where you have official duties per UW policy.
• An official Track site for students in Track program (“safari” is not a track, but LIC Olympia is), or
• Your official duty station (“home base” is not a meaningful term under UW travel policies) is either a Track site or Seattle. For most students, Seattle is their official duty station.
• You are responsible for your own housing costs at your official duty station.
• You are responsible for your own transportation to/from clinical clerkship sites except when: a) you are a non-Alaska Track student taking a required clerkship in Alaska, and b) you are an Alaska Track student taking a required clerkship outside of Alaska. In those cases, the School will pay for airfare and a rental car. Otherwise, you will need to provide your own vehicle at your own expense (aside from fuel costs; see next item).
• When you leave your official duty station for a required clinical clerkship, the School is allowed to pay you mileage if you drive your own car to the clinical site, or we will book airfare for you to travel there. The School pays mileage at the rate of 30.55 cents/mile, to offset fuel costs. The School does not reimburse at the Federal mileage rate, which is designed to also offset wear and tear on personal vehicles used in lieu of publicly owned vehicles. The School does not reimburse any other travel expenses.
• If you take a required clinical clerkship away from your official duty station, the School will provide housing for you or, if the School cannot arrange housing, will reimburse housing you arrange on your own. There are rules about when you can find your own housing and how much the School can pay.
• The School doesn’t pay any of your living expenses except for housing costs away from your official duty station. Food, laundry, entertainment, etc are all your personal responsibility.

BEFORE THE CLERKSHIP: If you have a required clinical clerkship away from your official duty station, you will receive an email from the WWAMI CLERKSHIP TRAVEL account ( [email protected] ) six weeks ahead of the first day of the clerkship. This email will have instructions about arranging airfare if your clerkship is in Alaska, and a few general instructions about travel otherwise. If you do not need the School to purchase airfare for you, you do not need to reply to this email.

DURING THE CLERKSHIP: If you needed to stay overnight at a hotel during your travel to your clerkship site per item #3 above, you can immediately request reimbursement for up to $80 of the lodging cost by submitting a reimbursement request through our form here . Note that the UW Central Travel Office will reject smartphone photos of receipts, so please scan the receipt (at a minimum of 300 dpi resolution) and attach that scan to your email. Reimbursements take about two weeks to process.

If you travel to Seattle from your non-Seattle official duty station and have arranged your own lodging, you can immediately request reimbursement for up to $80/day of the lodging cost by submitting a reimbursement request through our form here . Reimbursements take about two weeks to process. NOTE: If you paid for your Seattle lodging in advance, you can request reimbursement even before the start of the clerkship. See here for more details about Seattle lodging for non-Seattle students.

If you traveled to Alaska and have baggage receipts, you can immediately request reimbursement for up to two checked bags by submitting a reimbursement request through our form here . Note that the UW Central Travel Office will reject smartphone photos of receipts, so please scan the receipt (at a minimum of 300 dpi resolution) and attach that scan to your email. Reimbursements take about two weeks to process.

If you traveled to Alaska and rented a car, note that the rental agencies usually charge your credit card once when you first rent the car (for the first four weeks of the rental), and again for the remaining two weeks when you return the vehicle. The UW Central Travel office only allows us to reimburse the rental car after it’s been returned. After returning the car and obtaining final receipts, please submit a reimbursement request through our form here . See here for the UW’s policies regarding car rental, and information about the UW’s Enterprise and National contracts.

AFTER THE CLERKSHIP: It is up to you to request reimbursement through our form here . We no longer email students after the clerkship period is over.

Reimbursements will all be in the form of a paper check, sent either to whatever address you provide for us. The UW doesn’t have the ability to reimburse you in the form of a direct deposit.

A CAVEAT ABOUT THE EMAILS: The process that generates the before and after clerkship emails described above uses data from the e*Value scheduling system, which has limits and peculiarities. e*Value doesn’t know about Track sites, it doesn’t know about official duty stations, and it doesn’t know about the UW’s travel policies. Sometimes the reports we generate from e*Value to initiate the emails to you about travel have misleading or missing data, so it is possible that despite our best efforts, you may not get one of the before or after clerkship emails. If that’s the case, please contact us at [email protected] to arrange airfare.

Travel Information

• Your official duty station
• Travel versus commuting
• What WWAMI student travel funding pays for
• Other travel and housing information
• Things not to do: UW Travel Policies

Contact us at:

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The U-PASS is a bus pass plus more. Loaded right onto the Husky Card , the U-PASS provides members with unlimited rides on regional buses, commuter trains, light rail and water taxis as well as full fare coverage on vanpools. Most students on the Seattle campus are automatically U-PASS members. Effective July 1, 2022, all personnel paid by the University of Washington will be eligible for a fully subsidized U-PASS . Students and employees not eligible for one of the standard U-PASS products may buy equivalent products from Transportation Services. Please see the UW Bothell or UW Tacoma sites for their separate U-PASS programs. Harborview employees should check their intranet or call 206-744-3254.

What the U-PASS covers

• Unlimited rides on King County Metro Transit , Community Transit , Pierce Transit , Kitsap Transit , Everett Transit and Sound Transit , which includes regional buses, Link light rail and Sounder trains
• Full fare coverage on King County Water Taxis and Kitsap Fast Ferries
• Full fare coverage on Seattle Streetcar  and Seattle Monorail
• Full fare coverage on regional paratransit services for eligible members
• Full fare coverage on King County Metro’s on-demand ride service  Via to Transit .

Full fare coverage on vanpool and vanshare.

Unlimited rides on NightRide , the UW’s evening shuttle service

• Emergency Ride Home

The U-PASS does not cover travel on Washington State Ferries.

How to use your U-PASS

Your new U-PASS will be ready for use within 12 to 24 hours after fully-subsidized U-PASS eligibility, purchase of an opt-in U-PASS, or a week before the quarter starts. Students, please see the academic calendar for more specifics.

To use your U-PASS on a transit service, tap it on an ORCA card reader. These readers are found at the front of buses or mounted on a wall or pole at Link, Sounder or Swift stations. At RapidRide stations you have the option to tap on the ORCA reader at the station or on the bus as you enter. After tapping, wait for the green light to indicate your card was accepted.

On a bus, you tap the reader just once, when you board. For Sound Transit’s Link light rail and Sounder commuter trains, tap the reader once before entering the train for proof of payment and  tap again at your destination station as you leave.

It is important to protect your Husky Card and the U-PASS RFID chip from damage. We encourage you to follow these tips to protect your Husky Card and U-PASS:

• Do not bend your Husky Card.
• Do not punch a hole anywhere in your Husky Card.
• Keep your Husky Card in a protective holder. Scratches to the magnetic strip and RFID chip can damage your card. Accessories to protect your card can be purchased at the Husky Card Account & ID Center .

The U-PASS function on your Husky Card does not have “Electronic Purse” capabilities.

Terms of use

U-PASS members are expected to review the  U-PASS terms of use .

Your U-PASS is for your personal transportation only. It is non-transferable, meaning you may not give or sell your Husky Card or your U-PASS to any other person. Bus drivers and fare inspectors can confiscate a Husky Card that does not belong to you.

All U-PASS members are bound by the U-PASS policy as stated in Administrative Policy Statement 53.4 . Misuse of the U-PASS is subject to sanctions and may subject the parties to possible action under the General Conduct Code (Chapter 478–124 WAC) or the Student Conduct Code (Chapter 478–121 WAC).

All students who pay the Service & Activities Fee (SAF) are automatically members of the Universal Student U-PASS program. A mandatory quarterly fee appears on tuition statements. Oversight of this program is through a student advisory board  appointed by the ASUW and GPSS.

To maintain your U-PASS activation between quarters, you must be registered for classes nine days prior to the next quarter start. Otherwise, your U-PASS will be deactivated and will be reactivated for transit 12 to 24 hours after you register again. For specific payment and activation dates, see the  academic calendar .

Withdrawing from classes will deactivate your U-PASS. If it is on or before the 7th calendar day of the quarter, you will receive a full refund of the fee. A 50 percent refund is available until the 30th calendar day of the quarter. No refund is available if you withdraw on or after the 31st day.

Opt-in U-PASS

If you are a student who is not eligible for the Universal Student U-PASS, you may be able to purchase an opt-in U-PASS membership instead. The pass costs $150 and must be purchased in person each quarter.

• If you are a student in a degree program and would normally have a Universal Student U-PASS, please contact the Transportation Services office at [email protected]  to purchase an opt-in U-PASS. 

ACCESS students and tuition-exempt students may purchase an opt-in U-PASS by contacting the Transportation Services office.

Professional & Continuing Education (PCE) students taking credit courses and International & English Language Programs (IELP) students should contact the PCE office about obtaining a U-PASS. PCE students taking non-credit classes are not eligible to purchase a U-PASS.

U-PASS over the summer

Students registered for summer quarter continue their U-PASS membership. Not registered? You may qualify for one of the following programs:

• Orca Lift : Discounted fares depending on income.
• Temp Pass : Working at the UW over the summer? You may be eligible to purchase a Temp Pass.
• College Edge : Students taking part in the College Edge program or who are in an academic program that starts more than 12 days before autumn quarter start may purchase an opt-in U-PASS or parking permit.

Beginning July 1, 2022, all personnel who are paid by the University of Washington will be eligible for a fully subsidized U-PASS . If you previously were paying for an annual or quarterly U-PASS, you do not have to take any action to stop payments. They will stop automatically with the pay period ending June 30, 2022.

The new benefit does not apply to student hourly employees, graduate research student assistants, unpaid academics, affiliates or other appointees who are not paid by the University of Washington. For more information on eligibility, see the Human Resources U-PASS benefit page .

Employees who do not qualify for the fully subsidized pass may be eligible to purchase a quarterly or annual U-PASS through their campus transportation office.

Opt-In Employee U-PASS

The opt-in U-PASS fee for the Seattle campus is $25 per pay period, or $150 per quarter. (If you are eligible for a fully subsidized U-PASS, you do not need to purchase a U-PASS and should not use this form.)

Annual passes can be paid for by payroll deduction and can be purchased online. They can be canceled at any time and payroll deductions will be stopped on the date of cancellation.

Quarterly passes can be paid for with a credit card online and are eligible for a pro-rated refund based on the date of cancellation.

When purchasing a U-PASS online, the U-PASS product(s) will be listed alphabetically under “Permits”. Review our step-by-step guide (pdf) on how to purchase a U-PASS online.

BUY An opt-in U-PASS

Annual opt-in U-PASS memberships expire on June 30 and must be renewed each fiscal year. An email with renewal instructions will be sent out when it is time to renew.

Please note that annual U-PASS members who pay through payroll deduction will continue to be billed for the U-PASS until it expires or is canceled. Members are financially responsible for the U-PASS and all associated charges, even if they separate from the University or are not receiving a paycheck. To cancel payroll deductions, email Transportation Services to submit a written request of cancellation.

To cancel your opt-in U-PASS, email Transportation Services with the subject line: “Cancel employee U-PASS on MM/DD/YYYY.” Include your name, employee ID number, and a statement requesting cancellation of the U-PASS and payroll deductions (if applicable). Your U-PASS will remain active and you will remain financially responsible for payments until you receive confirmation via email. We will do our best to cancel your U-PASS on the preferred date, but please allow 2-4 business days for processing. Cancellation dates cannot be preset and must be on a weekday (the Sales office is closed on weekends and University holidays). If you require cancellation on a specific date, please visit our office in person. 

If you have paid for an opt-in Employee U-PASS via payroll deductions and now qualify for a fully subsidized U-PASS, please contact your campus Transportation Services office to cancel payroll deductions. Payroll deductions will continue on your account until you notify Transportation Services via email . No refunds will be processed. (This does not apply to employees newly eligible as of July 1, 2022, but will apply to employees who become eligible after that date.)

Gratis U-PASS

If you have a commuter product that offers a gratis U-PASS and now qualify for a fully subsidized U-PASS, you will receive the fully subsidized U-PASS only. The U-PASS is tied to your Husky Card, so each employee only gets one U-PASS, regardless of how it is paid for. The gratis U-PASS was originally included with some parking products to make it easier for employees to try out transit or use it on an occasional basis. The fully subsidized U-PASS makes that even easier for those employees who qualify for it.

If your U-PASS becomes inactive

Your fully subsidized U-PASS will become inactive in one of the following scenarios:

You changed jobs and your new job classification is not eligible for a fully subsidized U-PASS. 

You are leaving the University. 

In the event that you are still at the University and no longer qualify for the fully subsidized U-PASS, you may purchase an Opt-In Employee U-PASS.

Life doesn’t always follow a transit timetable. If you need an emergency ride home, we will reimburse you for up to 100 percent of your metered taxi or ride hail fare (tip not included), up to 60 miles per one-way trip. During a trip, one 20-minute stop will be permitted to pick up things such as a prescription or dependent.

To take advantage of this program, you must be a current UW faculty or staff member with an active U-PASS membership or a permit for one of Transportation Services’ secure bike facilities (house or locker) on campus. Eligible individuals can utilize this service up to eight times in a fiscal year (July-June).

Qualifying circumstances include:

• Illness: either personal or of a child or dependent
• Family emergency
• Personal emergencies (ex. house flooding)
• Changes to rideshare plans without advance notice, such as carpool or vanpool driver needing to leave early
• Unanticipated need to work late when reliable and safe transportation is no longer available (must be approved by supervisor)

Circumstances that are not covered by the program include:

• Travel to scheduled appointment
• Travel from somewhere other than your work site
• Travel to a destination other than your home, park & ride, daycare or hospital
• Planned schedule changes where you will be working late but have had advance notice
• Missing your bus if another bus is scheduled to arrive or you were not required to work late
• Travel due to a regional natural disaster (ex. earthquake)

To receive a reimbursement:

• Call any taxi or ride hailing service (town car and limousine services are not eligible).
• Request a receipt that indicates the pick-up, drop-off point and the fare paid, not including tip.
• Submit the receipt, along with reason for the ride, to Transportation Services.

Please submit receipts within the appropriate current quarter. We are unable to reimburse receipts that are more than three months old. 

Submit reimbursement request

For questions about this program, please email [email protected] . 

Mobility impaired customers who are eligible for the transit services listed below can pay for trips with their U-PASS.

Payment setup

For Community Transit and Kitsap Transit , simply inform the agency when booking your transit that you will by paying with your U-PASS. For King County Metro , Everett Transit and Pierce Transit , you need to set up payment information in advance through UW Transportation Services. Email [email protected] to let us know you will be using your U-PASS for paratransit, along with the following information:

• The name of the transit agency you plan to use
• Your first and last name 
• Your phone number and email
• Your U-PASS serial number (8-digit code on the back of your Husky Card, this is a different number than your UW ID number)
• ACCESS ID (for King County Metro only)

Booking & using paratransit

• King County Metro Accessible Services : Contact the ADA Paratransit Program at 206-205-5000 (TTY Relay: 711). When booking your ride, tell the service representative that you have a U-PASS.
• Community Transit Dial-A-Ride (DART) : Call 425-347-5912 and tell the operator you’re going to pay for your ride with a U-PASS. Show your pass to the driver when you board the shuttle.
• Kitsap Transit ACCESS : When scheduling a ride on ACCESS, tell the customer service representative that you are a U-PASS member. They will verify your U-PASS and record it. It is not necessary to show your pass to the driver.
• Pierce Transit SHUTTLE : Call 253-581-8000 and tell the customer service representative you have a U-PASS.
• Everett Transit Para Transit : When scheduling a ride let the customer service representative know you are paying with a U-PASS. Show your pass to the driver when you board the shuttle.

Inter-county paratransit transfer trips

Riders who book an inter-county paratransit transfer trip with their home agency pay only for their home agency shuttle, and therefore only need to tell that agency that they have a U-PASS. Riders who book a trip through a different transit agency are expected to pay full fare for that trip, and therefore should tell that agency that they have a U-PASS.

For example: an Everett Para Transit customer booking an inter-county trip from Everett to Tacoma would notify Everett Para Transit that they have a U-PASS. Everett Para Transit would schedule the round trip, and the rider would only pay full fare each time they board Everett Para Transit (the home agency) no matter how many shuttles they ride. If the same customer calls King County Metro to book a trip from Seattle to another destination in King County, they would need to tell Metro that they have a U-PASS.

U-PASS members are eligible for discounts at the following businesses when presenting a Husky card or using a listed discount code. (For more UW discounts, see The Whole U .)

• Alchemy Goods : 20% off, in-store only
• Clipper Vacations : 10% off when using promo code “UPASS” online or over the phone
• Evo : 10% off all non-sale items, in store only
• MonkeyLectric : 25% off the M232, M210 or M204 products, use coupon code UW733121
• Recycled Cycles : 10% off all parts and accessories
• RydeSafe : 20% off with discount code u-pass
• Zipcar : Reduced membership fees for UW students, faculty and staff.

Reactivating your U-PASS

If your U-PASS stops working unexpectedly, you may need to reactivate it before using it again. To do that, fill out the online form and allow 12 to 24 hours for the reactivation to process. Then tap your Husky Card on an ORCA reader to finalize the activation.

UW Seattle U-PASS Reactivation

Troubleshooting

If you tap your U-PASS on an ORCA card reader and you don’t get a happy beep and green light, try again, making sure to tap your card on the ORCA logo at the center of the card reader and hold it there for several seconds. Also make sure you separate your Husky Card from any other cards you may have that include RFID technology (ie: UWMC badge).

If you still do not get a positive response, log into your MyUW account with your phone and click on the Accounts tab. You can show that your U-PASS membership is current/active and use it as a “flash pass” for the driver.

Also, contact Transportation Services at 206-221-3701 or [email protected] as soon as you are able about your U-PASS issues. Please provide the following:

• Your name and UW employee or student ID number
• Name of the transit agency you were taking
• The route number
• Destination
• The time you boarded the bus or train
• Bus vehicle number (found inside the bus above the bus windshield, as well as on the sides, front and rear of the bus)

Keep your Husky Card healthy: Your Husky Card contains an antenna. If you cut, scratch, bend or punch a hole in the card you will damage the antenna and your card will not function properly.

Lost or stolen cards

You must inform the Husky Card Office at once if you believe your Husky Card has been lost or stolen. The best way to report a lost or stolen Husky Card is through the Husky Card Online Office , where you can suspend activity on your Husky Card Account until the Husky Card is found or replaced. You may also contact the Husky Card Office at 206-543-7222 or by email at [email protected] .

There is a $25 replacement fee for your Husky Card, but no additional fee to replace the U-PASS. Once the Husky Card Office issues a new card, your U-PASS will be transferred electronically and will be available for use 12 to 24 hours after card replacement.

To replace a Temp Pass, please visit the Transportation Services office.

Understanding U-PASS and ORCA

ORCA is the fare payment system for Puget Sound area transit systems. When you use your U-PASS, the smart chip inside your Husky Card interacts with the ORCA system. So while you can use your Husky Card in many similar ways to a standard ORCA card, it’s important to know how they are different as well:

• You cannot register your Husky Card with the ORCA system.
• You cannot load funds into an ORCA E-Purse using your Husky Card.
• You could technically load a PugetPass or Washington State Ferries pass onto a Husky Card but we don’t advise it as the pass will be lost if your card is lost, stolen or damaged.

To purchase a standard ORCA Card and take advantage of the E-purse, card registration, autoload or other ORCA program features, please go to http://www.orcacard.com .

No personal information is stored on your Husky Card’s smart chip. Data on the chip indicates if you have an active U-PASS and information about your most recent transit trips.

Travel data is also stored in the ORCA databases controlled by the transit agencies. This data is used for billing purposes in order to support transfer functions and fare apportionment amongst participating transit agencies. For more information, read the ORCA privacy statement .

The UW does not track where you use your U-PASS. Transportation Services is the only office with information on who has a valid U-PASS and will keep this information private in accordance with UW privacy policies . Transportation Services staff do not have access to  personally identifiable travel data.

• Faculty & Staff

UW Global Travel

Travel alert.

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 . Please contact UW Global Travel Health and Safety at [email protected] with any questions.

We support the health & safety of UW employees and students who are traveling abroad for work, learning, or research.

Travel Registration

Register Now

Travel Insurance

Emergency Assistance

OGA Resources

Employee Travel Assistance

Prepare for Travel

Health and Safety While Abroad

Official International Student Travel Policy

Travel Warnings & Waivers

UW International Travel Rules and Restrictions

More UW Resources

Global Operations Support

UW Study Abroad Office

UW Travel Office

External Resources

CDC Travel Health Notices

State Department Travel Advisories

US Travel Insurance Association

All the UW Current Site

• Faculty & Staff

Policy Index

Advances & pre-trip reimbursement.

Living Allowance Prior-trip Reimbursement Travel Advance

Airfare Upgrades & Approval Book & Pay | Rewards Programs | Package Deals Companion Fare Fly America Act Itinerary & Receipt Requirements State Contract Fares Travel Time in Excess of 14 Hours

Airfare Upgrades Authorized Person' Defined Pre-trip approval

Book & Pay for Travel

How to Book How to Pay for Travel Package Deal Rewards Programs UW Travel Agencies UW Travel Discounts

Change/Cancellation of Travel Plans

Conference expenses, covid reimbursement guidance, foreign travel.

Foreign Transaction/Exchange/Currency Fees Immunizations/Medical Expenses International Travel Safety - UW Office of Global Affairs Traveling with Supplies/Equipment Visa/Passport Fees Translator Fees

Ground Transportation

Additional Ground Transportation Alternatives to Flying Auto Insurance Business Class Non-Air Common Carrier (Rail) Car Rental Commute/Allowable Ground Routes Enterprise Contract Mileage Official Duty Station Official Residence Temporary Duty Station UW Fleet Services

AirBnB for Work Additional Lodging Guidance Additional Lodging Topics Contracted Hotels Guidance for Additional Nights of Lodging

Miscellaneous Expenses

Baggage Fees Communications Laundry/Dry Cleaning Non-incidental Supplies Other Personal Attendant Fees Tips

Banquet Meals Meals Based on Start/End Travel Status Meals Paid for Others Provided Meals

Non-Reimbursable Examples

Determining Per Diem Rate Eligibility Exceptions to Per Diem Exceptions to Travel Status (Lodging or Meals within 50 Miles) Incidental Expenses What is Per Diem

Personal Time

Comparison - after trip Comparison - before trip Prorate

Policy Accountability

ADA Compliance (Travel Medical Accommodations) Department Responsibility Policy Background Traveler Responsibility

Receipts & Record Retention

Foreign Currency Conversion Records Retention Requirements

Reimbursement from a Non-University Source (Travel Award)

General Policies Methods of Payment Overpayment

Security Roles

Travel information meetings, travel on federal funds, types of travelers.

Consultant Foreign National Prospective Employees Sabbatical Who must comply?

• Faculty & Staff
• University of Wisconsin System

UW TravelWIse

Attention UW Travelers and Arrangers:

On July 1, 2024, all individual travel services managed by UW’s  vendor Travel Incorporated will be transitioned to Fox World Travel. Prepare for the transition now and review the agency transition webpage . 

Upcoming Events

Travel agency transition - new non-employee booking processes.

May 22 @ 2:00 pm - 3:00 pm

June 6 @ 9:00 am - 10:00 am

See all events

Recent Travel Newsletters

Travel news, expense report awaiting approval.

April 18, 2024

Please see the current timeframe of Expense Report approvals on the Reimbursement page. During this peak period for expense report submissions please expect a longer approval time. Expense reports are […]

Travel Incorporated Contract Ending July 1, 2024

February 9, 2024

On July 1, 2024,  travel bookings managed by our required contracted vendor, Travel Incorporated, will be transitioned to Fox World Travel. This is a result of leadership’s review and decision, based on feedback from travelers, arrangers, […]

SFS Branding Memo

January 19, 2024

On January 24th, The branding in the SFS module will be updated to reflect the new UW branding.

2024 Mileage Rate

January 2, 2024

The IRS issued mileage rates have been updated in the e-reimbursement system. The new rates are as follows: Standard- Personal Vehicle $0.670 Travel on or after 1/1/2024 Standard- Motorcycle $0.655 […]

Vehicle Rental Contract Update – Enterprise and Hertz

December 20, 2023

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Ineligible Vendor Notification

November 3, 2023

Until further notice, the Madison Marriott West Hotel is considered an ineligible vendor per the Department of Administration (source). Travelers and arrangers should not book this hotel until further notice.

Rental Car Contract Changes

October 17, 2023

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Concur two-factor authentication – Effective October 18th

October 11, 2023

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UW/Southwest Sustainability Sweepstakes – Win Airfare

October 6, 2023

Southwest Airlines and University of Wisconsin System are launching a promotion to increase the awareness and importance of Sustainability in business travel. The sweepstakes runs October 6, 2023- November 7, […]

FY 2024 Lodging Rates Updated

September 14, 2023

The U.S. General Services Administration (GSA) has finalized their annual market review of lodging maximums & meal/incidental per diem rates and have released new domestic lodging maximums for travel that […]

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Everything you need to know before visiting Washington State

May 6, 2024 • 7 min read

Washington has incredible camping spots, such as Lake Wenatchee in the North Cascade Mountains © Cavan Images / Getty Images

If you’re addicted to coffee, partial to New World wine, enjoy skiing at weekends, and have a picture of Kurt Cobain on your wall, Washington could be your Nirvana.

Lapped by the stormy waters of the Pacific Ocean, the geographically diverse “Evergreen State” is an interesting mix of urban sophistication and burly wilderness where independent-minded city slickers enjoy micro-brewed beer and knuckle-whitening outdoor pursuits with equal passion.

Harboring a tendency to lean left in state and federal politics, Washingtonians are an inventive and business-minded lot with a habit of turning their homegrown products into global brands. Amazon, Boeing, Microsoft, Starbucks, Expedia and Grunge were created here.

Nature has also bequeathed the state with a host of emblematic sights like Mt Rainier, fjord-indented Puget Sound and the dense Olympic rainforest. From Bellingham to Walla Walla, active living is energetically pursued and underlain by a deep-rooted environmentalism. Make the most of your trip to this incredible state with these top tips and insights.

Choose your methods of transportation carefully

Public transport is relatively good in the western third of the state with its abundant ferries, urban buses, and north-south rail artery but, if you’re planning on spending time in central and eastern Washington, you’ll probably want to consider renting a car to get around easily. Find out more about how to navigate Washington in our in-depth guide to getting around .

Can I visit national parks?

It would be remiss not to. The state has three fabulous parks, from the nation’s fourth oldest ( Mt Rainer ) to its wettest ( Olympic ) and its least visited outside Alaska ( North Cascades ). All offer superb backcountry camping and wildly diverse hiking opportunities amid spectacular mountain scenery.

Is Washington good for skiing?

Absolutely. The state has over a dozen ski areas of varying sizes and snow quality. In fact, Mt Baker is one of the snowiest ski areas in the world and Methow Valley has the second-largest network of cross-country trails in the US. Top day resorts close to Seattle include Stevens Pass and The Summit at Snoqualmie. Crystal Mountain near Mt Rainier is the state’s most comprehensive resort and the only one with ski-in overnight lodging.

Does it always rain?

Seattle’s precipitation reputation is a little overblown – the summer months are usually dry. In the nearby Cascade Mountains, on the other hand, the weather can change on a dime even in high summer. Dress in layers and always bring waterproof clothing.

The east has more extreme temperatures – hotter in the summer and significantly colder in the winter. The landscapes east of the Cascades (badlands and treeless steppe) reflect the dryer climate.

What’s the deal with sales tax?

Washington sales taxes are relatively high. The state rate is 6.5 percent, with local taxes (which differ from city to city) pushing the overall rate up to nearly 10 percent in some places. There’s no tax on groceries or prescription medications.

Tax is paid at point-of-purchase and not normally included in the displayed price.

Locals worship the outdoors and utilize it at every opportunity

Don’t be intimidated and join them. The region's potpourri of lakes, forests and mountains define the lifestyle of many Northwesterners – it’s no coincidence that Washington is the home of the American Alpine Institute. Locals enthusiastically embrace the idea of being close to nature without having to sacrifice their urban comforts. It’s perfectly feasible to hike across alpine flower meadows at lunchtime and watch a Nirvana tribute act in a grungy pub in the evening.

Tipping is mandatory

Welcome to the United States, the land of extravagant tipping. Twenty percent is considered a baseline gratuity for most services including taxis and restaurants, going up to 25 percent for superstar service.

West coasters don’t generally dress up for dinner

Paris this is not. While some people like to don fashionable garb for a night out, it’s certainly not de rigueur. Washington is the state that invented grunge and outdoor-apparal brand REI, so don’t be surprised if you see people in gourmet restaurants wearing fleeces and heavy boots. The same goes for the theater.

Music is ingrained into the psyche

Since the 1940s, Washington – and Seattle in particular – has proudly touted its musical prowess spearheaded first by jazz and later by grunge and rap. Bing Crosby grew up in Spokane, grunge pioneers Nirvana hailed from Aberdeen, while the 1990s underground feminist punk movement known as Riot Grrrl exploded out of Olympia.

Seattle alone spawned jazz/blues singer Ernestine Anderson, legendary producer and composer Quincy Jones, rock’s finest guitarist Jimi Hendrix, and 21st century pop-rap singer Macklemore. Incredibly, all four musicians attended the same high school: Garfield in the city’s Central District.

Impressive music venues are legion and include the outdoor Gorge Amphitheater near Ellensburg, the Dome in Tacoma and Seattle’s recently relocated but still iconic grunge haven, The Crocodile .

Beer is king

Washingtonians love beer, especially if it’s strong, micro-brewed, and laced with the essence of old whiskey barrels or – more importantly – hops (the state grows 70% of the nation’s hop crop). McMenamins , with their wood-paneled old-world style pubs, has a strong presence in the state and Washington was a pioneer in the conception and evolution of craft beer and microbrewing in the 1980s. Seek out the local brewpubs and be prepared to decipher long and detailed beer menus.

Coffee is culture

Seattle invented Starbucks and kick-started the second-wave coffee movement in the 1970s and ’80s. Coffee is to Washingtonians like tea is to the British: a local obsession and an essential part of the culture. A number of smaller companies have sprung up in Starbucks’ wake and, today, urban coffee bars act like substitute offices packed with “laptop campers” exploiting the free wifi and making their grande vanilla low-fat lattes last all morning.

East v West – understand the nuances

Divided by the Cascade Mountains, Washington is a state of two distinct halves. The stereotypical image of a Tesla-driving computer techie in expensive Gore Tex, or a craft-beer-supping hipster with a Klondike beard and lumberjack shirt is mostly characteristic of Seattle and the west. Out east, the environment is dryer, more rural, more politically conservative and more connected to the land through fruit plantations, vineyards and farming. Here, you might even spot a cowboy or two.

The state is socially liberal

Along with Colorado , Washington was the first US state to legalize recreational marijuana in 2012. On the same ballot, Washingtonians voted to legalize same-sex marriage. In 2008, the state was second, behind Oregon, in the legalization of medically assisted suicide for terminally ill patients. Abortion has been legal and protected since 1970.

Embrace the freedom to be peculiar

Washington competes with Oregon as the US’s most eccentric state. Seattle has a graffiti wall made with chewing gum, a controversial statue of Lenin (salvaged from the former Czechoslovakia) and a whole neighborhood (Fremont) that promotes its “freedom to be peculiar.” Winthrop is a small-town outpost in the northeast with an authentic Wild West aura while Leavenworth looks like something out of The Sound of Music .

Seek out the vital ingredients of Washington’s eclectic culture

Dutch culture is strong in the northwest around Lynden, Whidbey Island and La Conner , a tiny arts town awash with tulips and daffodils in spring. Leavenworth is a former railway and lumber hub that reinvented itself as a German-themed Romantische Strasse village in the 1960s complete with dirndl and sausages.

Poulsbo is a waterside settlement in Puget Sound with strong Scandinavian antecedents. Seattle’s Central District proudly exhibits its longstanding African American heritage. Indigenous culture is everywhere but particularly potent in Neah Bay's Makah Museum , the Hibulb Cultural Center in Tulalip, and Seattle’s Burke Museum , a showcase for Pacific Northwest Native Art.

Earthquakes and volcanoes

Five strapping volcanoes run along the Cascades north to south: Mt Baker, Glacier Peak, Mt Rainier, Mt St Helens and Mt Adams. St Helens was the last to erupt in 1980 and wreaked havoc in the process. The other four are all considered active with Rainier being the largest and most dangerous. An eruption has been touted as “probable” in the near future. Washington lies close to the Cascadia subduction zone with a high risk of earthquakes.

Walking in the wilderness

Washington has three national parks and 31 designated wilderness areas. When venturing out to these remote areas, it is important to be prepared for all eventualities, from inclement weather to forest fires and wildlife interactions.

Never hike in Washington without packing basic hiking essentials, including water, water purification tablets, emergency food, cell phone, and bear and bug sprays. Bear and cougar encounters, while rare, can occur anywhere and sightings have even been reported in Seattle’s Discovery Park .

How prevalent is crime?

Washington’s crime rate is slightly above the national average, although much of it is focused on property crime rather than violent assaults. Take the usual precautions, especially in urban areas.

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• College Football
• College Sports
• Husky Football

Clock is ticking as UW aims to add transfer-portal talent in the trenches

On his first day as the Huskies’ head coach, Jedd Fisch listed non-negotiables to take the Big Ten by storm.

“If you can’t run the ball or stop the run, you don’t have a chance. That’s No. 1,” Fisch said Jan. 16, surrounded by media members. “No. 2, pass protection. So, it’s going to come down to, what does it look like with our offensive and defensive line?”

So far, it looks lackluster.

Consider: UW’s defense ranked 60 th nationally in rushing defense (148.1 yards allowed per game) and 103 rd in opponent yards per carry (4.69) in 2023-24. That defensive line then lost starters Tuli Letuligasenoa (19 tackles, 3.5 tackles for loss), Ulumoo Ale (18 tackles, 3 TFL, 1 sack) and Faatui Tuitele (7 tackles) this offseason, 17 years and 936 pounds of exiting experience.

Which leaves … what, exactly?

The Huskies return two occasional contributors in senior Jacob Bandes (18 tackles, 1.5 TFL in 2023) and junior Jayvon Parker (4 tackles). They’ve added an assumed starter in senior transfer Sebastian Valdez (6-4, 291), who notched 18.5 tackles for loss and 12.5 sacks in his last two seasons at Montana State. Sophomore Armon Parker, Garden City Community College transfer Bryce Butler, redshirt freshman Elinneus Davis and true freshman Omar Khan will also compete for rotational reps.

Together, they tout a grand total of three Power Five starts. Can these unheralded Huskies contain Michigan — which trampled UW to the tune of 303 rushing yards, 8 yards per carry and four rushing scores in the national title game — on Oct. 5? Can they overwhelm Iowa a week later? Can they penetrate against Penn State in Happy Valley on Nov. 9?

Or is there a cavalry coming?

College football’s second and final transfer portal window — when players can essentially enter free agency — is open from April 16-30, granting Washington an opportunity to improve. (Prospects must enter the portal during that period, but can commit at any time.)

On Monday, the Huskies added 6-2, 340-pound junior Logan Sagapolu, who played offensive line at Oregon (2020-21) and Miami (2022-23) but will flip to defense at UW. It’s a position Sagapolu last played at Skyridge (Utah) High, which should temper immediate expectations.

The search for ready-made impact starters — the transfer portal’s rarest pearls — rages on.

On both sides of the ball.

Because, while UW’s defensive line lacks proven playmakers, the offensive line lacks scholarship players . After being named college football’s premier front last fall, all five starting linemen left — with tackles Troy Fautanu and Roger Rosengarten declaring for the NFL draft and center Parker Brailsford (Alabama) and guards Nate Kalepo (Ole Miss) and Julius Buelow (Ole Miss, again) plunging into the transfer portal.

Remember, Mississippi State transfer quarterback Will Rogers — UW’s assumed starter — owns -316 rushing yards in his four collegiate seasons. He’s an accurate passer and a proven leader … who’s not known for his legs.

Fisch touts a treasure trove of skill talent — depth at running back, wide receiver, linebacker and cornerback. But if you’re ineffective up front in arguably college football’s most physical conference, the rest is irrelevant.

If your non-negotiables are to 1) run the ball, 2) stop the run and 3) protect Rogers, it’s time to get aggressive.

For now, UW is projected to have 12 scholarship offensive linemen this summer … eight of whom are true/redshirt freshmen. The most proven commodity is sophomore right tackle Drew Azzopardi (6-7, 315), who started six games last season at San Diego State.

“We’ve got about 10 linemen for spring ball, which is OK as long as you’ve got the [transfer/freshman] reinforcements coming in May,” Fisch said in February. “My hope is to sign probably four to five more [transfer] scholarship linemen for this class. I think if you do it the right way, there’s some great opportunities there for guys to come in and compete to be starters. …

“We’re going to play the best five or six and certainly believe there’s going to be an opportunity in April for a lot of good players to want to join one of the best teams in the country.”

Well, it’s April.

The portal is open.

The clock is ticking.

But Washington won’t be one of the best teams in the country without some significant help.

UW received some last weekend, when Portland State offensive lineman (and former Eastside Catholic standout) D’Angalo Titialii announced a transfer to the hometown Huskies. The 6-2, 320-pound senior started 28 of 32 games across the last three seasons, and seems set to compete at center.

The Huskies currently have 72 projected scholarship players, assuming the departures of suspended running back Tybo Rogers and safety Diesel Gordon. That’s 13 under the 85-man limit, with needs on both lines as well as tight end and quarterback. There’s abundant opportunity to instantly play/start in one of the country’s premier conferences, for a program that has experienced seismic success.

Seems like a compelling pitch.

“We’re always looking for the best available players,” Fisch said following Saturday’s practice, UW’s 12 th of the spring. “The good part is, a lot of people call. A lot of people want to come. We have a very enticing spot here. I’m sure we won’t have a problem filling some roster spots here in the next few weeks.”

But in a market with more demand than plug-and-play supply, the competition is intense. Marcus Bryant — a first-team all-conference pick last fall at SMU, and the top available tackle according to On3.com — committed to Missouri over Washington on Wednesday.

As players across the nation continue to crowd the portal, there will be other options. But how many are capable of starting, and succeeding, in the Big Ten this fall? How many are pearls, not reclamation projects? Butterflies, not caterpillars?

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• Credit Jedd Fisch for rebuilding UW roster, but is it enough for Big Ten?

And, to polish a portal pearl, is Washington willing to pay?

“We are in a world where these players need to get paid a lot of dollars, and you need a lot of resources to do that, and you need the community behind that,” Fisch also said Jan. 16, on the subject of NIL. “What I felt here when we met [for a job interview] was that there is a commitment to making sure our players not just want to come here but want to stay here, and there’s nobody that can offer a better financial opportunity than what the University of Washington can.”

If that’s true, it’s time to prove it, at two positions in particular.

The opinions expressed in reader comments are those of the author only and do not reflect the opinions of The Seattle Times.

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Michigan power outage map: How to check your status after latest round of storms

Here in Michigan, from Detroit to the Upper Peninsula, unpredictable weather happens.

Multiple tornadoes swept through the west side of the state Tuesday, touching down in Kalamazoo and Calhoun Counties.

Sometimes, such weather can lead to widespread power outages.

Depending on the electrical service you have, you can check the latest status of your power outage, how widespread the outage is, an estimated restoration time and more. Most Michigan residents have Consumers Energy or DTE Energy, but some regions in Michigan use other services; many of those are also listed below.

Here are the services offered in Michigan - and links for each power outage map.

DTE power outage map

Use DTE Energy's power outage map here . DTE reminds folks to "please be safe and remember to stay at least 25 feet from any downed power lines — assume they are live and dangerous." Report any outage or downed line here .

Consumers Energy power outage map

Use Consumers Energy's power outage map here . You can report downed power lines by calling 800-477-5050.

Indiana Michigan Power outage map

Use Indiana Michigan Power's power outage map here . A small number of southwest Michigan residents, near the Indiana border, use this service. For help, call 800-311-4634.

Great Lakes Power outage map

Use Great Lakes Power's power outage map here . To report an outage, call 888-485-2537.

Midwest Energy Cooperative power outage map

Use Midwest Energy Cooperative's power outage map here . A small number of southwest Michigan residents, including near Kalamazoo, use this service. For help, call 800-492-5989.

Lansing Board of Water and Light power outage map

Use Lansing Board of Water and Light's power outage map here . A small number of customers in the Lansing area use this service. To report an outage, call 877-295-5001 or go to its website .

Wisconsin Electric Power Company power outage map

Use Wisconsin Electric Power Company's outage map here . Several customers in Michigan's Upper Peninsula use the service. Report power outages and downed wires by calling 800-662-4797.

Presque Isle Electric & Gas Cooperative power outage map

Use Presque Isle Electric & Gas Cooperative's outage map here . Several customers in the northeast Lower Peninsula use the service. Report power outages and downed wires by calling 800-423-6634 or 989-733-8515.

Is your service not listed here?

Use poweroutage.us to see other Michigan services and whether there are updates in your area.