Helping you get where you're going

In conjunction with the UW Travel Office, UW Tacoma Procurement Services assists departments and travelers with training, understanding their responsibilities, obtaining proper pre-approvals and navigating policies and procedures related to campus travel needs.

Many UW Tacoma travel processes have been updated

In an effort to help create more sustainable travel practices under Enhanced Monitoring and in the long-term, several familiar processes have been changed. Please read carefully below to learn more.

Travel Authorization

Travel pre-authorizations with proper justification and supporting documentation are required for all travel with a conference fee or overnight stay, regardless of destination, and must be signed by the appropriate approving authority* prior to purchases being made. This includes in-state travel (WA/OR/ID) due to restrictions under Enhanced Monitoring.

Blanket travel authorizations are no longer permitted under Enhanced Monitoring. Active blanket authorizations will be suspended beginning October 1, 2022.

Under Enhanced Monitoring, conference travel is permitted for professional development, session presenters, leaders in hosting organizations, those traveling on external or grant funding, and required (e.g. accreditation) attendance. To ensure timely processing of authorization, attach all relevant supporting documentation and provide detailed justification of the Trip Purpose.

*Approving Authority

Accepted approval on Travel Pre-Authorizations may come from the Executive/Vice Chancellor, Dean or pre-determined delegate. Delegates are limited to one per department and must report directly to the E/VC or Dean. Delegate travel must be approved by the E/VC or Dean per usual review policy.

Should your department wish to assign a delegate, please email uwtcta@uw.edu.

Retreats

Consider utilizing cost-effective options for space:

Do you know of an affordable or little-known venue in the area? Email suggestions to uwtcta@uw.edu so we can add them to the list!

UW Tacoma Central Travel Account (CTA) Purchases

The UW Tacoma CTA** is managed by Procurement Services and is used to charge airfare, rail and bus tickets, and specified lodging to a centrally billed account when traveling on official UW business.

Personal Time and Travel

Adding personal time/travel with a business trip is allowable. However, certain restrictions apply and therefore the CTA may not be used when adding personal time to business trips. For more information, please visit Personal Time/Travel.

Lodging Requirements

The CTA may be used to charge lodging only for:

  • UW Students
  • NON-UW travelers
  • Five or more UW travelers attending a conference/group event in the U.S. or British Columbia, Canada where the UW is reserving and paying for the block of rooms and prior written approval has been obtained from the UW Travel Card Administrator.

**Restrictions apply.

How to Arrange Travel

Travel may be booked through a travel agency, directly with an airline or an online agency of your choice.

If requesting the use of the Central Travel Account (CTA) for purchasing flights, requests must be submitted no less than two weeks prior to the travel departure date. Please utilize one of our preferred travel agencies:

If requesting the use of the CTA for purchasing local lodging, please utilize one of our contracted hotels:

For UW business only. Please email uwtcta@uw.edu with reservation information.

Please refer to the Travel Contacts list below for specific lodging contact information and alternates to contracted hotel lodging.

Travel Reimbursement

Travel reimbursements are processed through Workday as an Expense Report.  For Non-UW travelers, travel reimbursements are processed as a lump sum on a Miscellaneous Payment.  Be sure to include the new travel form on the UW Travel website.  For additional details on how to process expense reports, please visit UW Travel.

Please note, receipts are required for any expense over $75. Perjury statements will not be accepted for required receipts. For details, see Receipts.

Additional Resources

CONTACT UWT TRAVEL SERVICES