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 note: we currently have two separate reimbursement procedures for UW employees and non-UW travelers (includes regional volunteer clinical faculty, residency staff, and residents).
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.
UW-employed faculty and staff
Regional volunteer clinical faculty,
residency staff, residents
Network Travel Policies
Receipts are not required for reimbursement, except for air travel, lodging, car rentals (final agreement), and expenses over $75. Please provide itemized receipts for each of these expenses.
To book airfare, please make your reservation on our Corporate Travel Account (CTA) by calling our travel agent, Corporate Travel Management, at 206-674-4322 or emailing uw@ustravel.com and ask that your trip be charged to the FMRN CTA.
Network travelers should book the lowest standard coach cost airfare available per state travel rules. Travelers who think they have a reasonable chance of a last minute change in travel plans should ask for the state contract airfare.
Airfare should be booked at least 30 days in advance of the flight. Travelers may be responsible for higher costs for reservations made less than 2 weeks in advance.
If you are driving instead flying, you will be reimbursed for your mileage at the current rate (as of Jan 2023) of $0.655/mile up to the lowest cost of the roundtrip airfare quote if driving from the office.
Mileage is usually calculated based the shortest distance from your business address to the destination. On non-regular work days, mileage can be calculated based on your residence. Mileage to the airport is available for reimbursement (round trip mileage reimbursement if a third party drives – eg. family member takes you to airport). Please note third party drivers in the comments box.
Google Maps will be used by the Network office to calculate and verify final mileage.
If you are traveling to Seattle we encourage the use of the Seattle Light Rail system.
We encourage travelers to rideshare. Please consider coordinating your trips with fellow travelers when hiring a rental car or taking a cab.
If you need to rent a car for your trip please note all drivers must be restricted to those conducting UW-related business. 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.
- 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 rental.
- Effective June 1, 2022, we will be unable to accept Turo as rental car service. (Classification of Car are outside of our policy)
Please use your credit card to reserve and pay for your lodging. If you are unable to keep the reservation you are responsible for contacting the hotel to cancel it. No-show charges are NOT reimbursed.
Make sure to get a detailed receipt (folio) for reimbursement. Lodging reimbursement will be the actual lodging total paid on your folio. Lodging reimbursement CANNOT exceed the maximum allowed per diem rate for the destination city plus tax, or the Network block rate plus tax 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.
Meals are reimbursed on a per diem basis. Meals that are provided as part of the business event are NOT reimbursable. You may view per diem rates here.
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.
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.
Receipts are not required for reimbursement, except for air travel, lodging, car rentals (final agreement), and expenses over $75. Please provide itemized receipts for each of these expenses.
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.