PBF Research Abroad April 21, 2015

Travel Logistics and Expenses

IHME Policy on including personal travel with work travel

Many IHME travelers utilize the opportunity to include personal travel in conjunction with work travel. In
order to ensure that all relevant State regulations are followed, IHME has the following guidelines for
personal and side travel:

If you have an upcoming work trip and would like to change the travel dates or the cities you are flying to
for personal reasons, the following steps must be taken:

1. Notify the IHME travel team

2. A reference fare from our travel agency must be obtained (the IHME travel team will do this for
you). This is for the itinerary that would have been ticketed if personal travel had not been
included. ***This reference fare must be obtained when your trip is approved. It is not ok to delay
obtaining a reference fare while you plan your personal travel.*** Per State regulations, the
reference fare cant be the Alaska State Contract airfare.
Your personal travel may not add up to more time than the work related length of the trip
3. Work with the IHME travel team & agent to reserve your itinerary
4. Once you finalize your itinerary, the total cost of the itinerary must be purchased on a personal
credit card.
5. An expense report will be submitted for up to the cost of the reference fare. If your ticketed
itinerary is less than or equal to the reference fare, you will be reimbursed the total cost of the
ticketed itinerary & travel agent fee. If the ticketed itinerary is more, you will be reimbursed the
price of the reference fare & travel agent fee.

Additional considerations:

In the event that circumstances necessitate a change of the business trip dates and your ticket needs to
be changed, the following applies:

IHME will reimburse you up to the cost of the change fee on the reference fare plus
reference fare travel agent fee. This is the only cost IHME will reimburse and any
additional costs of changing the itinerary are the responsibility of the traveler

In the event that circumstances change after your ticket has been issued and work needs no longer require
you to go on the trip, the following apply:

1. If your ticket is refundable, it is up to the traveler to choose between having the ticket refunded
or writing the University of Washington a check for the full amount of the reference fare expense
report. If there is a cancelation penalty, the traveler is liable for any penalty higher than the
cancelation penalty of the reference fare.
2. If the ticket is non-refundable, the traveler is required to write a check to the University of
Washington for the full amount of the reference fare reimbursed on the expense report

Should work needs require travel within the validity of the cancelled non-refundable ticket and the ticket
can be applied to a new trip, a new expense report will be submitted per the above policy and change
fees up to the original reference fare change fee amount will be reimbursed.
PBF Research Abroad April 21, 2015
Travel Logistics and Expenses

Expenses

Fellows are responsible for managing finances appropriately and keeping a detailed account of
expenditures related to research abroad activities. Expenses related to the research aboard can be made
using a per-diem advance or out-of-pocket payments. Each method of payment is described below.

Per-Diem Advance:
PBFs traveling abroad have the option of receiving a per-diem advance totaling $2,000 USD. The Per-Diem
Advance is a cash advance granted to UW employees traveling without a UW Travel Card or to remote
locations. Per-diem advance funds are intended to be used for expenses related only to official UW
business or the IHME PBF research abroad. It is strictly against state regulations to use cash from the per-
diem advance for personal expenses at any time.

Upon return to HME, the per-diem advance needs to be reconciled with:

Cash; or
Receipts; or
Cash and Receipts.

If you fail to repay the University, the entire unpaid amount may become immediately due and payable
with interest calculated at 10% per annum from the date of the default until the bill is paid. Additionally,
the University can put a lien on your paycheck for the full amount due plus interest. At the request IHME,
you must track all expenses used with funds from the per-diem advance.

Out-of-Pocket Payments:
Out-of-pocket payments are defined as the use of personal credit cards, debit cards or cash for
expenditures related to the research abroad. Out-of-pocket expenses are reimbursable and when
possible, obtain a receipt for any out-of-pocket expense.

Tracking Expenses:
PBFs traveling abroad are required to complete a Purchase Tracking Sheet. The Purchase Tracking
Sheet improves your ability to accurately count the expenditures you accrue during your research
abroad. To comply with University of Washington policies and accurately track your expenditures, PBFs
must keep all receipts for any expense during your time abroad. PBFs will be given a receipt booklet that
will allow you to create a receipt when one is not provided.

If you exceed the per-diem advance or incur a large expenditure, you can immediately claim
reimbursement. IHME can issue you a check and deposit the funds into your account on your behalf. To
claim reimbursement, e-mail Sean Lassiter seanpl@uw.edu the amount of the expenses and the receipt.
PBF Research Abroad April 21, 2015
Travel Logistics and Expenses

Non-reimbursable items (any location):

Over the Counter medications are not reimbursable. Examples of OTC medications are aspirin,
antacids, diarrhea medication and non-prescription medications
Hand Sanitizer and Wipes
Water purification tablets
Insect repellent
Bed Nets
Sunscreen
Sunglasses
Hats
Earplugs
Any personal consumable goods

Immunizations
Country Vaccines for Most travelers (reimbursable) Vaccines needed for some travelers (not
reimbursable)
Zambia Hepatitis A, malaria, typhoid Hepatitis B, rabies, yellow fever
India Hepatitis A, typhoid Hepatitis B, malaria, Japanese encephalitis,
rabies
Mexico Hepatitis A, typhoid Hepatitis B, malaria, rabies
Uganda Hepatitis A, malaria, typhoid, yellow fever Hepatitis B, meningitis, rabies
Australia N/A Hepatitis A, hepatitis B, Japanese encephalitis,
rabies

Tips:
The CDC recommends routine vaccines are up to date for all countries, including MMR, diphtheria-tetanus-
pertussis, varicella, polio and flu
Check each country's page for more information on individual vaccinations
For reimbursement, an itemized receipt is required regardless of amount