Overview
Members of Network programs may be eligible for travel reimbursement when traveling for Network-related business. To confirm eligibility, contact the Network Office. All travelers on Network-related business are subject to the Network’s travel policies (see below). We recommend reviewing the travel policies prior to your trip.
Please click on the appropriate button to the right to submit for your reimbursement. Reimbursements will be processed in the order received.
Thank you for your patience and please contact our travel team with any questions.
We request you submit for reimbursement within 60 days after the completion of the meetings and we will not reimburse travel expenses that are more than 6 months old.
Regional volunteer clinical faculty,
residency staff, residents
UW-employed faculty and staff
Eligibility
Per University policies, travelers whose program sites are located 50+ miles from the event location are eligible for travel reimbursement (hotel and airfare). All attendees, local and out-of-area, are eligible for ground transportation reimbursement (mileage, taxis, shuttles, parking, etc.). Travelers who choose to drive rather than fly may be reimbursed at a set mileage rate (see below), up to the cost of the flight. Those who fly should make their arrangements through the UW’s preferred travel agency, CTM (see below).
Network Travel Policies
Itemized receipts are required for all of the following:
- Air travel
- Lodging
- Car rentals (final agreement)
- Ride shares and taxis
- Other expenses over $75
Receipts for other expenses under $75 do not need to be included.
If you have any personal travel, please reach out to the Network Team before booking your flight and hotel.
Please note if any personal travel is involved you can NOT use our FMRN CTA, per state travel regulations. When ANY personal travel is involved, please make all reservations under your name and pay for ALL travel expenses with personal funds. We will then reimburse you for the business portion of the travel.
FMRN does not reimburse for any expenses beyond what would normally incur for Network business purposes. Trips extended for personal reasons will only be reimbursed for Network business-related costs. Please separate personal and business expenses when possible. If they cannot be separated, expenses will be pro-rated.
Airfare will be reimbursed based on a comparison flight excluding the personal time. If you would like to verify the amount you will get reimbursed, please provide us with a comparison airfare from a travel agency or online travel site. Please create a round trip comparison itinerary using same parameters that exist for actual trip and use the current lowest available coach fare and send this comparison airfare to our travel team (fmrntravel@uw.edu) to verify the reimbursement amount.
Flights can be booked with our travel agency (for flight-eligible travelers):
CTM Travel Agency
uw@travelctm.com
206-674-4335
The cost of the flights will be directly covered by the Network. We ask that you make your flight arrangements at least a month prior; programs may be responsible for higher costs for reservations made less than 2 weeks in advance. Transportation to and from the airport can be reimbursed with receipts (see below).
Please contact the Network if you intend to take personal time on your trip or stay longer than the scheduled conference days.
This travel is no longer allowable on the CTM.
Policy
In-state attendees traveling 50+ miles are eligible for ground transportation reimbursement.
Out-of-state mileage is reimbursable if less than the cost of airfare (comparison airfare showing prices from a month prior to booking is required to reimburse out-of-state mileage). If airfare is cheaper, the Network will reimburse mileage up to the cost of the lowest-fare flight.
If you need to rent a car for your trip, you are required to have prior approval from the travel reimbursement team to be eligible for reimbursement (see below).
Reimbursement
Mileage is calculated based on the shortest distance from your residence or your business address and will be reimbursed at the current rate of $0.70/mile (as of January 2025). A screenshot from Google Maps or equivalent will need to be submitted to calculate final mileage.
Mileage to and from the airport (including when driven by a third party) is reimbursable. Please include a Google Maps screenshot to calculate final mileage. Airport parking at your home airport is also eligible for reimbursement with a receipt.
Policy
We encourage the use of the Seattle Lightrail to travel from the airport to the University District. Seattle has an extremely convenient and inexpensive system that provides a direct line from the airport to either the Husky Stadium or University District stations (~52 minutes). We also have a great bus system that can transport you from the hotel to the conference location.
Ride share services such as local taxis, Uber, and Lyft are allowable, though we do encourage you to use Seattle public transit when possible.
Reimbursement
Receipts are required for all ride shares and taxis (as of 9/1/2024). Please limit payment methods to only direct credit or debit payments, as other methods of payment such as Uber Cash, Apple Cash, and credit card benefits (such as Amex benefits) are not permitted for reimbursement. Payments made through those methods will be deducted from your reimbursement. Apple Pay is allowable as long as it is directly by credit/debit card and not Apple Cash.
If using public transportation, receipts are not required.
Policy
Prior appoval is required for all car rentals. Please contact the Network office prior to your trip to confirm your rental is eligible.
We recommend to using UW Enterprise and National for car rentals since we have an official contract with them. UW’s rental car policies are as follows:
- Car class charged on final agreement can be up to a full-size sedan. Any class higher than full size requires justification.
- ALL drivers on the final rental agreement must be on UW business. Drivers not on UW business are allowed are not allowed; otherwise the entire amount of the car rental is not reimbursable.
Reimbursement
The final rental agreement (itemized) is required for reimbursement.
- Name of driver/additional drivers
- Car class charged
- Pick-up/Drop-off information
- Itemized charges
- Itemized insurances
- Proof of payment
Miscellaneous:
- Gas for rental is reimbursable as separate expense or on final agreement
- GPS is reimbursable if required for UW business.
- Car2Go and Reach Now are considered car rentals.
- Effective June 1, 2022, we will be unable to accept Turo as rental car service. (Classification of Car are outside of our policy)
| Payment Source | Policy | Reimbursement |
| Network CTA (FMRN pays hotel directly) |
Depending on the conference, the Network may be paying the hotel directly for lodging. Please check your email for more information; you will need to book your room on a personal credit card but the room and taxes will be paid by the Network. | You do not need to submit a folio for reimbursement. |
| Traveler |
If the Network is not paying for your lodging directly, please use a personal credit card to reserve and pay for the room. Lodging reimbursement CANNOT exceed the maximum allowed per diem rate for the destination city or the Network block rate if the room block is reserved by the Network. Conference hotels can exceed per diem rates but require prior approval. Please contact the Network Travel Team prior to travel to make sure your conference hotel is reimbursable. If you choose to stay at a non-conference hotel, you will only be reimbursed up to the per diem block rate. |
Make sure to get a detailed receipt (folio) for reimbursement. Lodging reimbursement will be the actual lodging total paid on your folio. |
| Personal Travel | If you have any personal travel (e.g. arriving early or staying after the meeting), your entire stay will need to be charged to your personal credit card then submitted after for reimbursement. | Please submit a detailed receipt (folio) for reimbursement. The amount paid will be based on the expected business days. |
If you are unable to keep the reservation you are responsible for contacting the hotel to cancel it. No-show charges are NOT reimbursed.
Travelers coming from 50+ miles away may be eligible for per diem meal reimbursement. Meals that are provided as part of the business event are NOT reimbursable – this includes provided breakfast and/or lunch, as well as optional sessions where food is provided such as Network-hosted socials or Balint groups.
NOTE: Washington state law prohibits the UW from reimbursing lodging expenses or meals for participants traveling less than 50 miles from duty station/residence, with the exception of back-to-back late night-early morning meetings. To verify eligibility, please contact the Network office.
Reimbursement
Receipts do not need to be provided for meal reimbursement.
The UW Per Diem Rates for Seattle (October 2024-September 2025) are as follows:
| UW Per Diem Rates for Seattle (October 2024-September 2025) | ||
| Breakfast | Lunch | Dinner |
| 23.92 | 26.68 | 41.40 |
Itemized receipts are required for all of the following:
- Air travel
- Lodging
- Car rentals (final agreement)
- Ride shares and taxis (as of 9/1/2024)
- Other expenses over $75
Receipts for other expenses under $75 do not need to be included.
Hybrid course participants will need to provide receipts for lunch reimbursement along with the reimbursement form.
If you are submitting a scanned receipt, please make sure it meets the University’s minimum scanning requirement of 300 dpi (dots per inch). We cannot accept cell phone pictures but we do accept PDFs from cell phone scanning apps. Please make sure the scanning app resolution is set at 300 dpi and saved as a PDF. Please do note all meals provided to you, either at your hotel or conference. Remember to include addresses (departure and destination) if you wish to claim mileage.
Any reservation changes and costs for non-business related reasons are the responsibility of the traveler.
UW travel reimbursement requests are accessible to all UW employees (for reasons of fiscal transparency): name of traveler, details of trip, and mailing address, etc. For this reason, we prefer to mail your reimbursement check to your office address.