All CME and Travel (including for Global Health Electives) must be pre-approved and booked through Providence Travel Services (425-687-3966). The only exception is for CMEs that happen at Swedish. If you do not get pre-approved and book through Providence Travel Services , you will not get reimbursed.
1) Review the Providence Travel Tutorial (refer to PDF below) and Swedish Travel Policy.
2) Once you have determined your travel needs (e.g. which conference you are attending), email Liz Stahl (Liz.Stahl@swedish.org), Using the template attached below (you will need to download as a word document by clicking the arrow) at least 2 weeks prior to when you want to book your flight tickets.
DO NOT wait until the last minute. You can and should book your flights with the Providence Travel Agent AT LEAST 30 days (60 days for international) prior to your travel to get the best price.
3) If you haven’t already done so, complete your registration in the travel system. Click on the following link to register: Providence Travel Services. Registering ahead of time will make it much easier when you are booking your flight.
Travelers need to review and update all travel profile information prior to completion of the first reservation. An incomplete profile could cause your flight ticketing to fail. Caregivers are responsible for the accuracy of their travel profiles so please take a moment to verify accuracy and completeness. If you have questions, please contact Providence Travel Services at PHSTravel@providence.org. [You will need your 6 digit employee ID AND our department account number: 21082401 for faculty, residents, and Geri fellows; For the OB fellows: 21082408.]
4) Liz will send Ben an email with your travel request. Ben will review and approve then email JoAnn Pavel (Joann.Pavel@swedish.org) for PRE-APPROVAL. JoAnn usually reviews these within 24 hours and approves them. JoAnn will email back to Ben (Liz and traveler typically CC'd) the approved travel request.
5) BEFORE you go online to book your ticket through the Providence Travel Site, contact Liz to confirm that your travel is pre-approved if you have not yet received an email confirmation from JoAnn.
6) Please only book flights on Tues/Wed/Thurs (due to 24 hour required authorization) go to the Providence Travel Page to login and make your flight reservations. You will be asked in the purchasing system for the Travel Authorizer– select JoAnn Pavel. Once you do that the system automatically notifies Joann and she can approve the purchase (she will know you are pre-approved from step 4 above). JoAnn can approve these purchases from anywhere and will do so promptly once your flight reservation is confirmed.
Please do not attempt to book a flight or other travel unless your pre-approval is confirmed by Liz (or you received an approved travel confirmation email from JoAnn).
A reminder that ALL air travel needs to be booked through Providence Travel and you cannot book on your own and get reimbursed.
Hotels should also be booked through Providence Travel with the exception being if you can get a reduced conference rate by booking yourself. If that is the case, please book on your own and submit for reimbursement after the expense is charged to you. Providence does allow for reimbursement of AirBnB (reimbursable cleaning deposit is not reimbursed) if the cost is less than the conference hotel.
DO NOT email JoAnn directly for pre-approvals – it has to come through our process.
AFTER-HOURS EMERGENCY 425-687-3966 (additional fees apply)
CONTACT Liz if you have any questions.