Travel Reimbursement

Travel Process

The UW Travel Process has changed!

Please use the: 

  Travel Process Decision TOOL
The tool will help you determine the required process and forms, based on the type of travel and the source of the funding.

FAQs

Do I need the School of Medicine Travel Request Form if the conference is virtual?

No.  The form is only for travel reimbursement.  See Non-travel Reimbursement.
 

What travel-related expenses can the Financial Accounting team purchase on your behalf?
  • Lodging: non-employees (Use CTA Request Form above)
  • Airfare: employees/non-employees (Use CTA Request Form above)
  • Conference registration: employees/non-employees
    Use the Purchase Order Form (below)- provide link to registration and personal information required to fill out online registration form OR traveler fills out online registration, then contact Financial Accounting to process payment.
Who is required to fill out the School of Medicine Travel Request Form?

All UW faculty and staff whose trip will be funded from any of the listed funding sources below:

  • Professional Development Funds (PDF)
  • Continuing Medical Education funds (CME/CE)
  • Faculty funds
  • Fellowship programs
  • UW Startup
  • Committees
  • Unit budgets
  • State provisos
  • UW gifts/endowments

Travel Steps

Please refer to the Travel Process Decision Tool which will provide links to the necessary forms. The process involves:

  1. If you are using Professional Development Funds (PDF), get Division approval.
  2. Submit the School of Medicine (SOM) Travel Request Form (formerly exception form) and wait for approval.
  3. Once approval is received, book travel.
  4. Within 90 days of return trip, submit all required reimbursement documentation to pedorder@uw.edu. 

Travel Forms & Policies

Questions?

Contact pedorder@uw.edu.  Or you can attend regular office hours, every other Friday.  Check your PedsNews email for details.

For additional questions regarding travel, please review the UW Travel Services FAQ.