Expenses/Travel - L&S

Resources 

• L&S Travel Quick Guide - high level guidance to assist travelers with making travel arrangements - updated 7/1/2025.  Please check the bottom right to ensure you have the most recent version.  If not, please clear your cache and try again.
• L&S Travel Allowability by a Person's Affiliation with the UW - new 6/27/2024
• Business Services Getting Reimbursed
• Business Services Travel Planning and Booking

Lodging Between Multiple People

During the times of financial uncertainty, we understand the request to save money on lodging by rooming together. We have consulted with Campus partners and while there is no campus policy, it is not recommended to mix lodging due to safety and privacy concerns. Each Division has to evaluate risk and create their own guidance. When one party holds a position of influence over another, there are additional risks to consider from both sides.

L&S does not allow the following situations:

1. Shared lodging between faculty/staff and students is not allowed. This includes both sharing hotel rooms and shared houses, such as an Airbnb.
2. Shared lodging between supervisors and their direct reports is not allowed. This includes both sharing hotel rooms and shared houses, such as an Airbnb.

The following situations would be allowable, if all parties agree and have the option available to have individual housing without pressure: 

1. Faculty and/or staff sharing rooms or houses, as long as there is no supervisory dynamic.
2. Students sharing rooms or houses with other students.
3. Family members.

There may be exceptions when no other options are available, such as very remote fieldwork where there are no other options. If you believe you have a rare situation that requires mixed lodging, please send the details to Tina Nielsen, Associate Dean for Innovation and Strategy, for review.

Policy Exceptions

• Use the online Policy Exception Approval Request form for all policy exceptions relating to expense reports and p-cards.  The form will automatically route for approvals after submission.  
• Form may be completed by claimant or can be submitted on behalf of a claimant by another employee.
• Instructions on completing the Policy Exception Approval Request form.  
• A copy of the policy exception approval must be attached to the transaction, if approved.  If denied, the expense must be removed from the expense report or remedied in another way if on the p-card.

Most common policy exception requests requiring the exception form;

• Policy UW-3024 - Expense Reimbursement, Accountable Plan, 90-day requirement
• Policy UW-3016 - Air Travel
• Policy UW-3017 - Lodging

Campus Business Services Bi-monthly Travel Q&A