Travel Planning
Before planning your travel:
All travel regardless of funding source requires department chair approval before any arrangements are made.
Review UW travel policy on the UW Travel website including:
Fly America Act, if international
Per Diem requirements for meals, incidentals, and lodging
AA3-assisted travel requests require at least 6 weeks advance notice.
How can I book my own travel?
After reviewing UW Travel policies, book airfare, train, or ferry/bus ticket through your preferred payment method and keep all receipts.
Book your own lodging and request a final folio after your stay.
Can the department book travel for me?
Yes, please email the department at polisci@uw.edu with the department chair cc’d, with your travel request. The department will review your request and coordinate bookings.
You must include:
Date(s) of travel (departure date/arrival date)
Purpose of the travel
Destination City, State, Country
The funding source(s)/worktags that will support travel expenses
How do I book travel & lodging for a guest?
Contact the department chair to request approval and appropriate worktags with polisci@uw.edu cc’d.
If there are multiple departments co-hosting a visit, the faculty lead is responsible for acquiring approvals from co-departments.
Following chair approval, the faculty lead invites guests to visit (confirming dates/times of visit). Polisci@uw.edu should be cc’d in this invitation and the guest should be notified that the AA3 can help coordinate travel and lodging arrangements.
Guest will complete the booking travel form
A minimum of 6 weeks is required for all lodging requests to allow for back and forth between the guest and department. If you have questions, please contact polisci@uw.edu.
Travel Reimbursements
Immediately after your trip, submit reimbursement requests through the AST employee travel reimbursement webpage. You can add polisci@uw.edu as a watcher for additional assistance by an administrative assistant when submitting reimbursement requests. You have 60 days from the last day of your travel to submit your expenses.
If you have questions around receipts or allowable travel types, contact travel@uw.edu.
For Graduate students, if you are an ASE (e.g. a TA or RA), you can use the AST employee travel reimbursement webpage. If you are not currently an employee (e.g. you are on fellowship), you will need to use the AST guest and non-employee reimbursement webpage. Please don't hesitate to contact Polisci@uw.edu for reimbursement assistance if you are not sure.
For Faculty, if you need assistance filling these out, please contact polisci@uw.edu.
Honorariums
Please fill out this form if you will be requesting an Honorarium for your guest speakers
Frequently asked questions
If I would like to book travel using a grant, what should I do?
Review the specific grant rules before following the steps above.
What is a per diem and how do I apply it to my travel?
Review the Per Diem page on the UW Travel website.
What car services are available to me or a guest?
Review the Ground Transportation page on the UW Travel website.
Can I use personal time while traveling?
Review the Personal Time page on the UW Travel website.