Reimbursement
Process

Here are the instructions on how to claim your reimbursement for travel expenses.  

We have good news!
For those who need to be in travel status (defined below),
we are able to reimburse some travel expenses toward the cost of your visit!  

For anyone who has to travel to get to Seattle and is in travel status, which occurs when the trip is longer than 11 hours and more than 50 miles away from their home, we can provide this support.

Those submitting travel receipts without any airfare receipts, your maximum amount of reimbursement will be $300.  For those who are including airfare receipts with your reimbursement request, your maximum amount of reimbursement will be $500.   

When choosing your form of travel (in regards to plane, train, bus, or mileage), use the transportation with the lowest overall cost that is point to point from your home to the UW.  If you live out of state and you choose to drive instead of fly, please get a quote now for a flight from your home to Seattle.  You will need to submit this "comparison airfare" when you submit your claim, which will set the maximum dollar amount for mileage we can reimburse you.

Expenses we are able to reimburse include:

• Transportation to Seattle: Airfare, train fare, bus fare, taxi, ride share fees, parking, or mileage if driving here (we are able to reimburse up to the amount of the most affordable mode of transportation).

• Lodging: For any lodging costs, dates of lodging must coincide with your visit to campus.

How To Submit Reimbursement Requests:

After you complete your travel to Seattle, gather your receipts and documentation to request reimbursement in this easy three (3) step process: 

1. Download this Travel Authorization (TA) PDF to your own computer so you can complete your personal details.  Save as a new file, with your last name in the file name, "LastName, TA, StudentVisitDay, 2025.3.7".  Please fill in the highlighted blank fields.

2. Download this Travel Reimbursement Worksheet (TRW) PDF to your own computer so you can complete your personal details.  Save as a new file, with your last name in the file name, "LastName, TRW, StudentVisitDay, 2025.3.7".  Please fill in the highlighted blank fields.

3.  Email your documents:

• Save your receipts as PDF files.  You can do this by scanning your receipts or by taking pictures and saving the pictures as PDF files when you download them.  Please note that each scanned document's image must be complete, clear, and easy to read.

• Email your filled out TA and TRW forms along with all your receipt PDFs to sefsfin@uw.edu with the subject line:
  "Travel - Prospective Student Visit, FirstName LastName”  

If you have questions or concerns, please email sefsfin@uw.edu