research study participant and companion travel reimbursement

Description

Who must comply? Foreign National Prospective Employees Sabbatical Consultant Research Study Participant/Companion Who Must Comply with Policy? ALL traveler types being reimbursed on University of Washington funding Ex: UW employees, UW students, non-UW, faculty/staff candidates, volunteers, etc. Contractors (consultants), unless there are specific contractual arrangements modifying travel reimbursement **See Policy Accountability page for more information Foreign National Foreign Nationals are travelers on UW business who are not a citizen of the United States Documentation Required for non-UW when the traveler is entering or leaving the United States** All visa types besides Canadian citizen require a copy of the traveler's electronic I-94 (this can be obtained for the traveler using their passport information) All visa types require a copy of the traveler's identity page from their passport Canadian citizen can attach an enhanced driver's license, trusted traveler card (NEXUS, FAST, SENTRI) or traveler's driver's license and social insurance card in lieu of identity page from passport **This documentation must be attached to DocuSign for Travel review. Docusign Restrictions B2/WT visa types are limited to 9 days of reimbursement every 6 months Prospective Employees Travel expense reimbursement for prospective employees is limited to applicants being considered for faculty, professional staff, and classified staff in a supervisory role Travel expenses for classified staff may be reimbursed when the position is essential to carrying out critical work of the department and approval/justification is attached to the miscellaneous payment from an ' authorized person ' Expenses are considered relocation once the prospective employee is hired and the individual is in the process of their final move. Given the recruiting nature of prospective employee travel, there may be instances where family expenses may be allowable when normally non-reimbursable. The following comparison may be used as guidance by the department in assisting with making the determination: Expenses are more likely to not be allowable when: No formal request for family member to attend event(s) Family members are not required to attend meetings, given advanced assignments, or make presentations at the event(s) Family member performs only "helpful" services, such as limited note taking, secretarial services, etc. Only UW employees and family members attend event(s). Family members participate in substantial tourist activities (shopping, sightseeing, etc.) Children or other family members make trip Expenses are more likely to be allowable when: Spouses are required to attend meetings, given advanced assignment, or make presentations at the event(s) Family member performs "necessary' services by acting as a representative of the University in a substantial manner Non-UW individuals (donors, alumni, recruits, etc.) attend event(s) Family members do not participate in tourist activities Children or other family members do not make trip **Note that house hunting or other tourist like activities personal in nature involving the prospect or family would not be considered an allowable expense. Sabbatical Travel reimbursement during a sabbatical requires written approval from Chair/Director or Dean/Chancellor Attach letter of approval to the expense report in Workday See Sabbatical Leave from the Office of Academic Personnel for additional info Consultant Travel reimbursement for consultant is to be reimbursed through the Workday Miscellaneous Payment module. Contact Procurement Customer Service for additional guidance. Research Study Participant /Companion Purpose: This policy establishes the framework for reimbursement of travel expenses incurred by Research Study Participants and Companion Travelers in connection with participation in University of Washington research protocols. It is designed to ensure timely and reasonable reimbursement of legitimate participation-related travel expenses while maintaining compliance with applicable federal tax rules, sponsor terms, and University financial controls. Authority: This policy is issued pursuant to Washington State Administrative & Accounting Manual (SAAM) Chapter 10, Section 10.10.05 , which provides that state travel rules "may be used as a guideline for the payment of legally authorized travel expenses for [...] other clients of the agency. " The University of Washington classifies Research Study Participants, as defined in this policy, as "other clients of the agency" for purposes of SAAM 10.10.05. Reimbursements issued under this policy comply with IRS Accountable Plan requirements, preserving non-taxable treatment of substantiated travel expenses to Research Study Participants Definitions: For purposes of this policy: Research Study Participant : an individual who: Is enrolled in a research protocol reviewed and approved by a University of Washington Institutional Review Board (or an approved exte

Sectors

Source

Source: us.uw.procurement