Before all travel contact Nomie Torres (nrtorres@uw.edu or 206-685-3673) to discuss your plans. UW travel rules are complex and there are actions that need to be completed before travel to ensure proper reimbursement. See travel Guidelines for complete rules and details on travel arrangements.

NEW INFO: Effective July 6, 2026, travel reimbursements have to be submitted in Workday within 60 days from the last day of the trip, or else the reimbursement will be treated as taxable income.  But CICOES needs time to process the travel…especially complicated field work—so travelers must get all their documents to us within two (2) weeks of the end of trip.

Rules and Procedures

Before trip:

• Complete a travel request form with expense estimates.
• Obtain approval signature. Approval is tied to the grant worktag (aka budget number) and must be authorized by a UW PI or budget authority designee.
• Scan the travel request form then email to Nomie Torres.
• Review travel Guidelines for information on making flights and hotel arrangements, obtaining per diem advances, health allowances, and other travel related information, especially the Foreign Travel information.
• Airfare can be paid on advance by CICOES.
• Travelers can get a per diem advance before trip (that covers the lodging and food costs); contact Nomie about how to do this.
• If the travel involves FIELD WORK (including working on a ship), an approved Health and Safety Plan is required BEFORE airfare is purchased.
  • Fieldwork documents on Google Drive
  • Fieldwork safety plan approval process
  • Health and Safety Plan templates
  • Please contact Burlyn Birkemeier for questions on health and safety plans

After trip:

• Complete a travel expense summary form.
• Scan all required receipts and documentation.
• Email the above to Nomie Torres within two weeks of the date you return. Travel submitted late may be considered taxable income.
• Expenses processed in Workday.
• Reimbursement check is prepared and sent or a direct deposit is made to your bank account.

Travel Reimbursement Tips

University of Washington travel policies and procedures 

Research Cruise and Research Flight Policy

Coordinating and performing research activities on research vessels or research flights is often demanding resulting in exceptional time commitments by research staff working on the vessel or flight. In order to recognize the extensive additional hours worked by research staff on research flights and cruises, CICOES has developed a Cruise and Flight Policy.