CHM Purchasing - CHM Travel & Reimbursements

How to reserve travel and submit for reimbursement.

The UW has some strict policies, and we want to make sure your costs get covered!

Travel Tips

  • Airfare MUST be purchased through Concur or Travel Inc. – it will not be reimbursed if purchased outside of UW (including guests!)
  • Concur = online travel reservations for airfare, lodging, car rentals 
  • Travel Inc. is the UW approved Travel agency (ph. 877-811-9898) (note: this will change to Fox World Travel on July 1, 2024)
  • If you will be driving a car for UW business, you must be a UW authorized driver.
    • Also required for mileage reimbursement for employees only (not guests)
  • Use the Per Diem Calculator to look up allowable lodging amounts for your destination
  • When in doubt - book through UW travel agency or directly with the vendor.

Table describing what platforms to use to book travel expenses.

Travel Type

Booking Options

Primary Vendors

UNABLE to reimburse if / for:

  • Concur
  • UW Travel Agency
American Airlines, Delta, Southwest, United
  • Booked directly with airline or
  • Third party booking sites
  • Concur
  • UW Travel Agency
  • Directly with property
  • Booked with 3rd party online booking site (i.e.
  • Concur
  • UW Travel Agency
  • Directly with rental agency
Enterprise, National, Hertz
  • Extras (i.e. GPS, fuel service upcharge)
  • Vehicles larger than full size (without proper justification)
Taxi, Uber, Lyft, Shuttle, Rail
  • Directly with vendor
  • Cost ineffective use of service


More travel information:

  • Lodging policy- MUST be purchased directly or through UW (Concur or travel agency)
  • Car rentals are set up through Concur or Travel Inc.
  • Business Services Travel and Reimbursement Page
  • CHM cannot pay for, or reimburse membership fees
  • CISI mandatory health/travel insurance for all international travel
  • Meals and Incidentals information
  • Carbon Offset
  • AirBnB tips:
    • When reserving AirBnB, all cleaning fees must be factored into the maximum daily reimbursement rate per person.
    • You do not need to calculate the taxes within the max rate per person. Depending on location, UW might have a tax-exemption. If UW does not have an exemption where you're staying, taxes are reimbursable.
    • Additional helpful information in case one person is paying for the stay: The expense reports for all travelers must include documentation to show the double (triple, quad, etc.) occupancy and identify which traveler(s) incurred the expense. Travelers may be reimbursed in full when paying for a shared room on behalf of another University business traveler from the same institution.


Funding Travel

Keywordse-reimbursement, expense reimbursement, travel, payment, purchasing, flight, concur, mileage, meals, incidentals, per diem, carbon offset, airbnb,   Doc ID131541
OwnerSarah K.GroupCenter for Healthy Minds
Created2023-09-19 14:48:56Updated2024-03-27 15:51:07
SitesCenter for Healthy Minds
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